Tax Operations & Workflow Coordinator - 21992

Tax Operations & Workflow Coordinator (U.S. Tax Practice)

Location / Employment Details

• Location: Fully remote
• Schedule: Full-time, with meaningful overlap with U.S. business hours
• Seasonality: Heavier volume from January through April and around the September and October extension deadlines
• Department: Tax Operations
• Reports to: Tax Operations Manager

About the Company

We are a rapidly growing U.S.-based tax strategy firm serving high-income individuals and business owners. We go beyond annual compliance: our advisors build proactive tax plans and then implement them for clients, which regularly saves them five and six figures a year.

We are fully remote and led by CPAs, with a team built around top-tier accounting talent. Our clients range from individual filers to owners of S corporations and partnerships, so our tax department handles a high volume of returns across many entity types every season.

About the Role

Our advisors and preparers should spend their time on tax work, not on chasing documents, updating trackers, and answering status emails. As our client base grows, that operational load is landing on the people we least want it on. This role exists to own it.

You will be the person who knows where every return stands. You will run the workflow from organizer to e-file acceptance, keep our systems accurate, follow up with clients and preparers on what is missing, and flag problems before they become missed deadlines.

This is an operations role inside a tax practice. Your tax background matters because you will understand what a missing K-1 or a rejected return means and who needs to know. You will not be preparing complex returns independently, giving tax advice, or managing staff.

Key Responsibilities

Workflow & Return Tracking (Karbon, Monday.com)

• Own the status of every return from onboarding through document collection, preparation, review, signature, e-filing, and acceptance
• Keep Karbon and Monday.com accurate and in sync, so anyone on the team can check a status without asking
• Spot stalled returns and missing items early, and follow up with preparers, advisors, and admin staff until they move
• Send the Tax Operations Manager a weekly status report covering volume by stage, bottlenecks, and returns at risk

Organizers & Document Collection (Stanford Tax)

• Prepare, distribute, and track individual and business tax organizers on the firm's annual schedule
• Follow up with clients on incomplete organizers and outstanding documents, including late K-1s and brokerage statements
• Make sure completed organizers and source documents are filed correctly and easy for preparers to find

Tax Software Support (CCH Axcess Tax)

• Create and maintain client profiles and handle preliminary return setup and data entry as assigned
• Handle pre-season rollover and setup so preparers start the season with clean files
• Upload and organize supporting documents and flag missing information to the right preparer
• Support preparers on administrative tasks without making technical tax determinations

Filing, Deadlines & Extensions

• Maintain the firm's deadline and extension calendar for individual and business returns
• Track e-signature authorizations, engagement letters, and returns waiting on signatures
• Monitor federal and state e-file acknowledgments, record acceptances, and escalate rejections to the responsible preparer right away

Client Communication

• Answer routine client emails on documents, return status, and portal access
• Send reminders for missing documents, incomplete organizers, and unsigned forms
• Route technical tax questions and sensitive matters to the right advisor, and log all client communication in Karbon

Records, Onboarding & Process Improvement

• Onboard new tax clients and keep electronic client files complete and organized
• Maintain internal trackers, spreadsheets, and reports
• Document and refine SOPs for recurring workflows, and help roll out new systems and process changes
• Handle confidential client financial data according to firm security practices

Required Qualifications

• Professional experience at a Big Four firm (Deloitte, PwC, EY, or KPMG) in tax, accounting, or tax operations, including U.S. tax work done through a Big Four global delivery or acceleration center
• Working knowledge of the U.S. individual and business tax return process, from document intake through e-file acceptance
• A track record of managing high volumes of tasks against hard deadlines with excellent data-entry accuracy
• Clear, professional written and spoken English for client emails and internal follow-up
• Strong Excel skills and comfort with Word and standard office tools
• Experience handling confidential client financial information
• Willingness to learn Karbon, Monday.com, CCH Axcess Tax, and Stanford Tax quickly
• Availability to work with meaningful overlap with U.S. business hours, especially during tax season

Preferred Qualifications

• Hands-on experience with Karbon, Monday.com, CCH Axcess Tax, or Stanford Tax (or comparable tools such as TaxDome, Canopy, or GoSystem)
• Familiarity with Forms 1040, 1120S, 1065, and 1120
• Prior experience in a tax operations, workflow coordination, or preparer-support role
• Experience with tax organizers, client portals, e-signature collection, and e-file acknowledgments
• Experience supporting high-net-worth individual or closely held business clients
• A history of building or improving trackers, SOPs, or workflow processes

Ideal Candidate Profile

You are:

• Highly organized and the person others rely on to know where things stand
• Proactive about follow-up, and you chase the missing document before anyone asks
• Precise with data, and you catch your own errors before they reach a preparer or a client
• Steady under deadline pressure in March and April
• Comfortable owning a process end to end and escalating the right issues to the right person
• Someone who came from the structure of a Big Four tax practice and wants to apply that discipline in a smaller, faster-moving firm

Why Join Us

• Real ownership: you run the operational backbone of the tax department, not one narrow slice of it
• Work that matters to clients: our work saves clients meaningful money, and clean operations are what let our advisors deliver it on time
• A team that values Big Four standards: you will work alongside CPAs and advisors who expect precision and respect it
• Room to shape the process: we are growing, and your improvements to our workflow will stick