Production Admin Specialist 1 and Client Onboarding

Duties

Project Coordination:

• Set up, assign, and reassign projects as needed.
• Print & Assemble and Deliver tax returns.
• Maintain accurate client information in project/client management software.

Document Management:

• Scan physical documents dropped off at the office and upload to virtual filing system.
• Maintain the physical File Room including the document log, and ensure timely return of client documents.
• Reindex documents received through an online client portal to the correct location in the virtual filing system.
• Notify the client manager upon receipt of documents to determine project assignments.

Client Interaction:

• Collect signed forms/8879/e-file authorizations from clients.
• Follow up with clients via email and/or phone calls to ensure timely communication.
• Assist in preparing zero payment due extensions and sending out tax organizers.
• Support client portal setup, deletion, and troubleshooting.
• Front desk back up.

Prospect & Client On-Boarding:

• Manage the prospect and client onboarding workflow by tracking prospects using established processes and procedures.
• Preparation of engagement letters and sending via Docu Sign.
• Request and receive necessary information and documents from prospective clients, including secure file sharing if needed.
• Schedule appointments and setup client onboarding projects, following established processes for onboarding new clients and existing clients for new services.
• Ensure all tasks are executed in a timely and organized manner.

• Previous experience working in a CPA or financial services environment.
• Knowledge of audit and tax document requirements.
• Proven experience in document management, preferably within an accounting or CPA firm.
• Excellent organizational skills and attention to detail.
• Strong communication and collaboration skills.
  • Ability to handle confidential information with integrity and professionalism.
• Be proficient in Microsoft Office Suite, Adobe.
• Possess advanced typing skills.
• Ability and willingness to work overtime, after hours and/or weekends as needed to meet business demands with prior manager approval.
• Committed to delivering detailed and accurate results in a fast-paced environment.
• Strong writing, editing, and proofreading abilities.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location:

In person