Client Services & Tax Administrator – CPA Firm
Position Summary
We are seeking a dependable, detail-oriented Client Services & Tax Administrator to support our client service and tax-return workflow.
This is a full-time, in-office position for an organized professional who takes ownership, follows through, and enjoys working with both clients and internal team members. The role combines client service, administrative coordination, document management, and quality-control steps related to completed tax returns.
This is not a tax preparation position. Tax knowledge or tax preparation experience is not required. The successful candidate will work from information and instructions provided by our tax professionals and use established procedures and checklists to ensure completed returns are accurate, complete, properly documented, and ready for delivery to clients.
The ideal candidate is detail-oriented, comfortable managing deadlines and interruptions, and able to recognize what needs to happen next without repeated reminders.
Key Responsibilities
Client Service & Front Office
- Answer incoming calls promptly and professionally.
- Greet clients and manage appointments, document deliveries, and pickups.
- Schedule and confirm client appointments.
- Respond to routine client questions and route technical tax questions to the appropriate professional.
- Assist clients with routine client-portal access and navigation.
- Monitor incoming communications and ensure client requests are addressed or assigned promptly.
- Maintain a professional, welcoming, and organized front-office environment.
Tax Return Quality Control & Delivery
- Receive and organize client tax documents and completed tax returns.
- Review completed returns against information provided by the tax preparer and firm procedures.
- Confirm key administrative details, including:
- Amount due or refund
- Invoice and payment requirements
- Bank and direct-deposit information
- Required signatures and forms
- Client and contact information
- Identify missing information or discrepancies and bring them to the appropriate tax professional’s attention.
- Complete firm checklists and administrative quality-control procedures before returns are released.
- Upload completed returns and related documents to the client portal.
- Request and monitor electronic signatures.
- Prepare printed tax-return packages and coordinate client pickup or delivery.
- Maintain accurate return-processing and workflow statuses.
- Escalate approaching deadlines or unresolved issues promptly.
Payments & Client Follow-Up
- Prepare invoices and communicate payment requirements.
- Receive and accurately record client payments.
- Follow up on outstanding invoices, signatures, documents, and other client requirements.
- Maintain accurate accounts-receivable notes and statuses.
- Provide timely updates to the appropriate team members regarding outstanding client items.
- Escalate unresolved balances or unusual issues to the Operations Director.
Administrative Support
- Maintain accurate client information across internal systems.
- Organize and maintain physical and digital client files.
- Scan, upload, index, and route documents as needed.
- Maintain daily task and follow-up lists.
- Coordinate with other administrative staff to ensure workflow continuity and coverage.
- Assist with other routine administrative duties as assigned.
Performance Expectations
The successful candidate will:
- Complete work accurately and within established deadlines.
- Take ownership of routine responsibilities and client follow-up.
- Recognize required next steps and keep work moving without repeated reminders.
- Keep client and workflow statuses current.
- Review work carefully for completeness before marking it finished.
- Identify discrepancies or missing information rather than allowing them to move forward.
- Escalate obstacles and approaching deadlines promptly.
- Remain organized and professional during high-volume periods.
- Protect confidential client and firm information.
- Provide consistent, courteous, and professional service in person, by phone, and electronically.
Qualifications
- High school diploma or equivalent required.
- Two or more years of administrative, client-service, front-office, or professional-office experience preferred.
- Experience in a CPA firm, accounting, tax, legal, financial-services, or other professional-services environment is helpful but not required.
- Exceptional attention to detail and commitment to accuracy.
- Strong organization, prioritization, and follow-through.
- Ability to work independently while following established procedures.
- Strong verbal and written communication skills.
- Ability to manage frequent interruptions and competing deadlines.
- Professional and client-focused demeanor.
- Ability to handle confidential financial and personal information appropriately.
- Comfortable learning and using multiple software platforms.
Tax preparation experience is not required. Familiarity with tax, accounting, or financial-services environments is a plus.
Experience with Microsoft Office, TaxDome, UltraTax, Monday.com, or similar systems is helpful but not required.
Work Schedule
- Monday–Thursday: 9:00 a.m.–5:00 p.m.
- Friday: 8:00 a.m.–4:00 p.m.
This is a full-time, in-office position. Additional or adjusted hours may occasionally be required during peak tax season.
Compensation & Benefits
- $45,000–$52,000 annually, depending on relevant experience
- Health insurance eligibility
- 401(k) eligibility
- Professional and collaborative work environment
- Opportunities to develop tax-industry and client-service experience
About the Company
This is a CPA firm serving individuals and small to midsize businesses throughout the Tampa Bay area. We provide tax planning and preparation, accounting, consulting, business valuation, budgeting, financial-statement preparation, and CPA and CFO advisory services.
We also provide merger and acquisition advisory services to businesses generally valued between $500,000 and $5 million.
If you are organized, dependable, detail-oriented, and take pride in getting the details right while providing excellent client service, we would like to hear from you.
Pay: $45,000.00 – $50,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Family leave
- Health insurance
- On-the-job training
- Opportunities for advancement
- Paid time off
- Paid training
- Vision insurance
Education:
- High school or equivalent (Required)
Experience:
- Administrative: 2 years (Preferred)
Language:
- English (Required)
Work Location: In person