Tax Administrative Assistant

The Opportunity

AFairchild is seeking a highly organized, detail-oriented and client-focused Tax Administrative Assistant to support our Tax Department. This role serves as a central point of coordination for client communications, document management, workflow administration and tax return delivery.

You will help information, documents and client communications move efficiently throughout the tax engagement lifecycle. Using Karbon Practice Management, Truss Document Intake, CCH Axcess, DocuSign and Microsoft 365, you will maintain accurate project records and support tax professionals in meeting client deadlines.

Key Responsibilities

• Assemble, process and deliver tax returns through approved electronic and paper methods.
• Manage source-document scanning, AutoFlow processes and client document routing.
• Assist with extensions, e-file acknowledgments, rejections and processing confirmations.
• Send engagement letters, organizers, authorization forms and other client documents.
• Manage the Tax Administration mailbox and route communications to the appropriate team members.
• Generate and monitor client requests, reminders, questionnaires and task notifications.
• Maintain organized client files, document tracking records and retention information.
• Support scheduling, seasonal initiatives, special projects and firm events.
• Organize, scan, index and archive tax documents in accordance with firm procedures.
• Prepare client tax summaries, filing instructions and invoice packages.
• Coordinate documents received through mail, email, portals and in-person delivery.
• Respond to client questions about return status, billing, document requests and filing requirements.
• Maintain project statuses, due dates, assignments and workflow records in firm systems.
• Assist clients with uploads, intake requests, electronic signatures and other technology processes.
• Log and distribute IRS, state and local correspondence for professional review.
• Provide backup support for the Front Desk Administrator and Billing Manager when needed.

• Associate degree or equivalent work experience preferred.
• One to three years of administrative, tax, accounting or client-service experience preferred.
• Experience in a CPA firm, accounting firm or professional-services environment preferred but not required.
• Experience with Karbon Practice Management or similar workflow software preferred.
• Experience with Truss Document Intake, secure portals or document-collection systems preferred.
• Experience with Wolters Kluwer CCH Axcess preferred.
• Proficiency with Microsoft 365, including Outlook, Word, Excel, Teams and SharePoint.
• Strong computer skills and the ability to learn new technologies quickly.
• Exceptional organization, time management, attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines independently.
• Strong written and verbal communication skills.
• Commitment to client service, confidentiality and professional follow-through.
• Ability to adapt and thrive in a fast-paced, deadline-driven environment, particularly during tax season.