Tax Administrator

Compensation Transparency

Hourly Range: $20.00 - $24.00

At Earned, we are committed to fair and transparent compensation. Base salary is market-driven and determined at the time of offer based on benchmarks such as role-specific market data, company stage, and factors such as internal equity, relevant experience, interview performance, location, and level.

Job Summary

We are seeking a detail-oriented and organized Tax Administrator to join our team. This is an in-person position based in our Hercules office. The Tax Administrator will provide administrative and operational support to the tax department, ensuring efficient tax preparation and filing process while delivering exceptional client service.

Key Responsibilities

• Serve as the primary point of contact for clients regarding tax preparation and administrative matters.
• Coordinate the onboarding of new tax clients and ensure all required documentation is received.
• Prepare engagement letters, organizers, and client correspondence.
• Collect, review, and organize tax documents before assigning files to tax preparers.
• Monitor the status of tax returns and ensure projects move through each stage of the workflow.
• Schedule client meetings with tax advisors and preparers.
• Track filing deadlines and assist in ensuring timely completion of federal, state, and local tax returns.
• Prepare e-file authorization forms and coordinate electronic signatures.
• Upload, scan, and maintain client documents in the firm's document management system.
• Update and maintain client information in practice management and CRM software (e.g., Salesforce).
• Coordinate with bookkeeping, payroll, and accounting teams when additional information is required.
• Assist with tax notices by gathering supporting documentation and routing them to the appropriate tax professional.
• Prepare invoices and assist with billing and collections as needed.
• Maintain confidentiality of all client information and comply with firm policies and data security requirements.
• Support special projects and process improvement initiatives to enhance efficiency.

Key Requirements

Education & Experience

• Associate's or Bachelor's degree in Business Administration, Accounting, Finance, or a related field preferred.
• 6 months of administrative experience in a CPA firm, accounting office, or tax practice preferred.
• Experience working with tax preparation or practice management software is an asset.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and Adobe Acrobat.
• Experience with Salesforce or similar CRM/workflow software is a plus.

Required Skills

• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Outstanding written and verbal communication skills.
• Ability to manage multiple priorities and meet strict deadlines.
• Professional client service and relationship-building skills.
• Ability to maintain confidentiality and handle sensitive financial information.
• Strong problem-solving and follow-up skills.
• Ability to work independently and collaboratively within a team.
• Adaptability in a fast-paced, deadline-driven environment.
• Knowledge of Hindi and Punjabi is a plus.

Preferred Experience

• Knowledge of individual, business, partnership, and corporate tax return workflows.
• Familiarity with IRS procedures and tax filing deadlines.
• Experience coordinating with remote teams and managing digital document workflows.

Benefits

• An attractive total compensation package
• Employer-sponsored health insurance (medical, dental, vision)
• 401k + 5% match