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