Administrative Coordinator - Advisory & Tax Team

Rehmann Robson • Grand Rapids, MI

3d

About The Position

The Administrative Coordinator - Advisory & Tax Team plays a pivotal role in supporting the firm's success by managing client relationships, ensuring accurate and timely processing of tax-related documents, and maintaining efficient workflows. This position requires strong organizational skills, attention to detail, and the ability to communicate professionally with clients and internal teams. The role is part of a culture that Puts People First and aims to help everyone reach their fullest potential, with opportunities for growth and development.

Requirements

• Associates degree, paralegal, and/or equivalent work experience.
• Proficient in Microsoft Office suite, including Outlook and Excel.
• Knowledge in using tax-specific software for project management and scheduling.
• Ability to prepare correspondence, reports, tables, and exhibits.
• Articulate in speech; communicates in a clear, fact-based manner.
• Ability to handle communications and information in a professional manner, including addressing issues requiring discretion or confidential materials.
• Ability to prioritize work and manage time to meet timelines and firm’s expectations.
• Critical thinking, sound judgment in making decisions, and ethical behavior in accordance with professional standards.
• Strong attention to detail.
• Proactively seek opportunities to learn and apply acquired knowledge effectively.
• Consistently bring innovative ideas to the table.
• Professional image, maturity, self-confidence, and positive attitude.

Responsibilities

• Create client lists, mail merge, send via DocuSign, and follow up on signatures for engagement letters.
• Manage consent forms (7216 Marketing, 7216 RFG, 3rd party release forms, offshore).
• Set up new clients and close out clients in systems (GoFileRoom, Axcess, SafeSend Gather, Suralink).
• Manage SafeSend Gather tasks, including document sorting, user setup, and sending requests.
• Manage client communication regarding estimates, extensions, and notices via mail and email, including certified mailing.
• Initiate and maintain effective communication with clients, ensuring timely flow of data, reminders for meetings, deadlines, and deliverables.
• Coordinate tax return processing events such as creating organizers, estimate reminders, and communicating extension filing deadlines.
• Foster positive relationships with clients and associates by addressing inquiries and concerns promptly.
• Ensure accurate filing of extensions and estimates to GFR.
• Oversee e-file status, handle rejections, and manage Power of Attorney processing.
• Facilitate and coordinate Federal/State notices and responses, ensuring timeliness and correctness.
• Maintain tracking for 1099 processing and PPT tax returns.
• Create and compare reports for tax returns and batch management using Axcess Tax batch manager (1040, 1065, 1120S, etc.).
• Track and manage tax return processes (paper, SafeSend, SFT), and monitor due dates and workflows in GFR.
• Oversee batch extension processing, organizer creation and delivery (both PDF and physical).
• Ensure certified mailing processes are timely and recorded in GFR.
• Assist with CCH Scanning and AutoFlow.

Benefits

• Programs and benefits that encourage growth and development.
• Benefits aligned with associates' needs and goals.
• Benefits focused on physical and mental health.
• Paid time off for volunteering and diversity-related activities.
• Flexible work arrangements.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree