Administrative Coordinator - Advisory & Tax Dept.

Rehmann•Tampa, FL

About The Position

Provides a broad range of administrative and tactical support for the Advisory and Tax department including administration of projects, assists in the execution of client management, quality control, and job workflow.

Requirements

Proficient in Microsoft Office suite, including the ability to prepare correspondence, reports, tables, and exhibits.
Knowledge in using Outlook, Excel, and tax-specific software for project management and scheduling.
Articulate in speech; communicates in a clear, fact-based manner.
Ability to ask concise, targeted questions to fulfill objectives and task completion.
Ability to ensure other associates and supervisors are informed of progress and significant project developments.
Demonstrate ability to handle communications and information in a professional manner, including addressing issues requiring discretion, or including confidential materials.
Ability to prioritize work and manage time to meet timelines and firm’s expectations.
Demonstrate critical thinking, sound judgment in making decisions, and ethical behavior in accordance with professional standards.
Demonstrate strong attention to detail.
Proactively seek opportunities to learn, apply acquired knowledge effectively, and consistently bring innovative ideas to the table.
Demonstrate professional image, maturity, self-confidence, and positive attitudes.
Associates degree, paralegal, and/or equivalent work experience.

Responsibilities

Create client lists, mail merge, send via DocuSign, and follow up on signatures for engagement letters.
Manage consent form processes (7216 Marketing, 7216 RFG, 3rd party release forms, offshore).
Perform new client setup and closing out clients in systems (GFR, Axcess, TaxCaddy, Suralink).
Manage TaxCaddy tasks including document sorting, user setup, and sending requests.
Manage client communication regarding estimates, extensions, and notices (mail/email clients and handle 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 communicate extension filing deadlines.
Foster positive relationships with clients and associates by addressing their 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 (1040, 1065, 1120S, etc.) using Axcess Tax batch manager.
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.