TAX ADMINISTRATIVE OFFICER

Job Description

Position: Tax Administrative Officer

Position Summary

The Tax Administrative Officer will provide support to the Tax Manager and assist with

various administrative tasks within the tax department by organizing and managing tax-related documents, maintaining accurate records, and ensuring compliance with tax regulations. This position also requires communicating with clients and government agencies. to effectively contribute to the smooth functioning of the tax department.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

• Collecting, reviewing, organizing, and filing tax paperwork.
• Manage and ensure timely and accurate filing of federal tax returns, including but not limited to; non-resident of Canada income tax, annual GST/HST annual and quarterly return and other applicable taxes.
• Coordinating with third-party vendors to ensure timely, accurate, and complete reporting of mandatory issuance of Canadian tax slips to resident of Canada.
• Data entry (tax numbers, client information, specific updates, etc.) on multiple platforms.
• Update and maintain accurate and up-to-date trackers for various tax-related campaigns.
• Scan tax forms and documentation.
• Sort mail, tax forms, tax notices, and other hard-copy documentation.
• Organize and pack documents for mailing out to clients and tax authorities.
• Updating SOP for internal tax processes as required.
• Handle incoming phone and email inquiries from clients and business partners about tax withholding and filing obligations.
• Conduct outward phone campaigns to communicate with clients regarding US and Canadian tax-related obligations, and tax and exit document collections.  
• Review client data on a routine basis regarding preparation and review of US Federal and State non-resident withholding on real estate dispositions (i.e., FIRPTA) to ensure timely, accurate, and complete reporting.
• Work with the Tax Manager to research tax information to support new products, entity structures, proposed transactions or other items as needed.
• Coordinate with North American and Asia Operations to assist non-resident clients with US and Canadian tax questions and filing obligations.
• Handle sensitive information in a confidential manner.
• Perform other duties as assigned.
• Flexible to work outside of normal business hours when necessary.

• Minimum Qualifications (Knowledge, Skills, and Abilities)

• Minimum of a bachelor’s degree (in accounting, finance, taxation, business is an advantage), with at least 3 years of administrative experience or in a related area
• 2 years of tax experience in a public accounting role
• Knowledge of current tax legislation - IRS and CRA regulations, and tax compliance requirement; Staying updated on legislative changes
• Understanding of Canadian tax laws and regulations, including corporate income tax, individual non-resident and resident of Canada income tax filing, indirect tax (GST/ HST), and transfer pricing
• Ability to work well independently as well as the ability to work well with stakeholders and communicate the benefits of tax initiatives
• Attention to detail, solid organizational skills with a demonstrated ability to multi-task
• Must have the ability to prioritize tasks, manage multiple deadlines, and complete tax filings accurately and on time while adhering to regulatory requirements and internal procedures
• Must be numerically inclined and data-driven with strong analytical skills
• Must be comfortable working in a fast-paced environment
• Strong written and verbal communication skills.
• Proven competence with MS Office specially in MS Excel, experience with CRM and Mail Merge knowledge preferred