Resource Management and Scheduling Coordinator

RubinBrown LLP • Clayton, MO

4d

About The Position

RubinBrown LLP is seeking a Resource Management and Scheduling Coordinator to support its Tax Services Practice. The role coordinates workflow and engagement management for internal team members serving the firm’s external clients and serves as a liaison between engagement managers and team members. Responsibilities include managing schedules and assignments, maintaining scheduling and client systems, preparing tax production reports, coordinating tax-return compliance for designated client groups or partners, and providing client and administrative support. Typical office hours are 8:00 a.m. to 5:00 p.m.; extra hours may be required from February through April, and travel is expected to be minimal. The position involves sitting for long periods, moving throughout the office, and lifting, carrying, pushing, or pulling up to 10 pounds. English communication with clients and team members is required.

Requirements

• Strong technical skills, including the ability to use technology and a commitment to learning in a technology environment.
• Strong team orientation.
• Energetic and enthusiastic, with willingness to take initiative and instruction.
• Ability to meet challenging client requirements and provide quality client service.
• Analytical and research abilities.
• Proficiency in Microsoft Office, with Word and Excel required.
• Excellent interpersonal, verbal, and written communication skills.
• Strict adherence to professional ethics.
• Ability to contribute successfully to the success of a strategic business unit of the firm.
• Ability to speak English to communicate with clients and team members.

Nice To Haves

• Associate degree in Accounting or a related degree preferred.
• Prior public accounting experience is a plus.

Responsibilities

• Manage team-member schedules for client engagements and special projects.
• Generate and distribute weekly staffing and scheduling reports using Practice Management, ProStaff, CCH Suite, and Workstream.
• Coordinate with scheduling coordinators in other offices to move work as needed.
• Coordinate and lead scheduling meetings and participate in weekly scheduling calls with office scheduling coordinators during tax season.
• Coordinate schedules for tax interns and seasonal professional staff.
• Communicate frequently with staff to maintain current scheduling information.
• Maintain assignment information in ProStaff, Workstream, and Client Central.
• Manage tax-team assignments in ProStaff, review budgeted hours with tax managers for accuracy, edit schedules as engagements shift, and update Workstream assignments as needed.
• Assist new tax partners and managers with client transitions by updating Client Central, Workstream, and ProStaff.
• Prepare and distribute standard weekly due-date and project-tracking reports for all offices.
• Obtain documentation of team-member PTIN numbers and maintain the annual list for compliance.
• Manage tax-return compliance for designated client groups or partners, including gathering client data from clients and third-party providers and moving files into preparation.
• Liaise among RubinBrown client teams, clients, and outsourcing partners to gather missing tax information.
• Assist client teams with tax-return delivery, execution of required e-filing signature forms, and e-filing rejections.
• Maintain client records and files and assist with administrative workflow on RubinBrown automated systems.
• Handle regular client correspondence as delegated by the partner group.
• Maintain a tickler of other client projects arising throughout the year.
• Prepare monthly invoices and account statements for assigned client groups or partners.
• Perform other duties as assigned.

What This Job Offers

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