Tax Office Coordinator / Administrative Manager

Paid Time Off
Career Growth Opportunities 
Annual performance-based bonus opportunity 

 

We are seeking a motivated, organized, and professional Office Manager / Office Coordinator to join our tax and accounting office. In this role, you will provide administrative, clerical, and client service support to ensure the office runs smoothly and efficiently.

 

The ideal candidate has experience in a tax, accounting, bookkeeping, finance, or professional services office and is familiar with tax return documents, client paperwork, confidential records, and filing deadlines. This person should be detail-oriented, dependable, comfortable communicating with clients, and able to manage multiple priorities in a fast-paced environment, especially during tax season.

Develop, update, and maintain office procedures

Create and maintain an organized filing system for client records, tax documents, correspondence, and office files

Greet clients and visitors in a professional, friendly manner

Answer incoming calls, take messages, and route calls to the appropriate team member

Schedule client appointments and maintain the office calendar

Assist with client intake by collecting, organizing, scanning, and tracking tax return documents

Maintain the confidentiality of client records, tax information, financial documents, and sensitive personal information

Follow up with clients regarding missing documents, signatures, completed returns, and appointment reminders

Organize meetings and take accurate notes or minutes as needed

Write emails, memos, letters, and other correspondence, and distribute them appropriately

Perform basic bookkeeping or administrative accounting tasks as needed

Assist with preparing company reports and internal office tracking

Coordinate office supplies, mail, scanning, printing, copying, and other day-to-day office operations

Address and resolve client questions or concerns professionally

Support accountants, tax preparers, and staff during tax season and other filing periods

High school diploma or GED required; an associate’s degree, administrative training, or related office experience preferred

Previous experience as an Office Manager, Office Coordinator, Administrative Assistant, Receptionist, or similar role

Experience in a tax, accounting, bookkeeping, financial, legal, or professional services office preferred

Experience handling tax return documents, client financial records, or confidential paperwork is strongly preferred

An understanding of basic bookkeeping principles is preferred

Strong attention to detail and accuracy in handling client documents and meeting deadlines

Familiarity with standard office equipment, including printers, scanners, copiers, and fax machines

Excellent computer skills, including Microsoft Word, Outlook, and PowerPoint

Experience with document management, scanning, filing, or tax/accounting software is a plus

Highly organized with excellent time management skills and the ability to prioritize multiple tasks

Excellent written and verbal communication skills

Friendly, professional demeanor and strong client service skills

Ability to maintain confidentiality and handle sensitive information with discretion

Schedule and Availability
Extended hours are required during tax season. Candidates must be able to work overtime during peak filing periods, including evenings and weekends as needed. Availability and flexibility during tax season are essential for this role.