Specialist Tax Team Support Coordinator

Ballards LLP: Specialist Tax Team Support Coordinator

Location: Worcester (60% office-based)

Hours: 37.5 hours per week

Reporting to: To be confirmed

Join Ballards

At Ballards, we’re more than accountants. We’re trusted advisers helping ambitious businesses, charities and private clients thrive.

With over 150 colleagues across the Midlands, we’re one of the region’s fastest-growing independent firms, combining accountancy, tax, audit and specialist consultancy services.

We’re looking for a hands-on Specialist Tax Team Support Coordinator to join our growing team. This is an excellent opportunity for someone who enjoys being involved in the detail, supporting colleagues and clients, and helping to improve processes and systems.

The Role

You’ll provide administrative, client, project and team coordination support to our Private Client Tax Services (PCTS) and Corporate and Associated Tax Team (CATT).

You’ll play a key role in organising client and prospect activities, coordinating projects and workflows, supporting business development and ensuring the effective administration of our specialist tax compliance and advisory teams.

The role also offers the opportunity to develop your knowledge of private client, trusts, estates and specialist tax advisory work.

Key Responsibilities

The following duties provide an overview of the main areas of responsibility and are not listed in order of importance.

PCTS Responsibilities

• Maintain prospect opportunities and business development records in Zoho.
• Provide administrative support for work in progress (WIP), billing and project coordination.
• Coordinate engagement letters with the Compliance Officer where PCTS-specific input is required.
• Coordinate administrative input into professional clearance, outgoing client transfers and disengagements.
• Organise internal team meetings and communications, tracking agreed actions and following up on client and project matters.
• Maintain staff planning tools and produce workflow reports.
• Manage diaries and coordinate meetings with clients, prospects and intermediaries.
• Liaise with the Office Coordinator to arrange meeting rooms, refreshments and visitor requirements.
• Monitor delegated inboxes, prioritise emails and take proactive action where appropriate.
• Assist with drafting routine email responses.
• Prepare and format documents, reports, presentations and meeting packs, including scoping presentations, advisory memos and templates.
• Issue client information requests, monitor responses and follow up on outstanding information.
• Scan departmental client records and arrange the return of original documents where required.
• Set up and maintain XPM job codes.
• Organise training sessions, team events and away days.
• Assist with travel arrangements, accommodation bookings and event logistics.

CATT Responsibilities

• Prepare and format documents, reports, presentations and meeting packs.
• Provide administrative support for WIP, billing and project coordination.
• Maintain prospect opportunities and business development records in Zoho.
• Coordinate internal team meetings and communications, tracking agreed actions and follow-ups.
• Liaise with the Compliance Officer on client onboarding, professional clearance and disengagement where technical context is required.
• Provide administrative support for advisory projects.
• Maintain staff planning tools and produce workflow reports.
• Set up and maintain XPM job codes.
• Scan departmental client records and arrange the return of original documents where required.
• Monitor delegated inboxes, prioritise emails and take proactive action where appropriate.
• Assist with drafting routine email responses.
• Manage diaries and coordinate meetings with clients and prospects.
• Liaise with the Office Coordinator to arrange meeting rooms, refreshments and visitor requirements.
• Provide administrative support for client and prospect meetings.
• Organise training sessions, team events and away days.
• Assist with travel arrangements, accommodation bookings and event logistics.

About You

We’re looking for someone who has:

• A good standard of general education and experience in administration, office coordination, reception or a similar client-facing role.
• Excellent organisational, planning and time management skills, with the ability to manage competing priorities and meet deadlines.
• Strong written and verbal communication skills, with the ability to build effective relationships with colleagues, clients, partners and intermediaries.
• High levels of accuracy, attention to detail and discretion, alongside a professional and proactive approach.
• The ability to use initiative, work collaboratively and recognise when matters need to be referred or escalated.
• A willingness to develop knowledge of specialist tax compliance and advisory work.

Desirable Skills

• A relevant business administration or professional services qualification.
• Experience in accountancy, tax, legal or another professional services environment, with familiarity with CRM, billing or practice management systems.
• Experience supporting business development, project administration and process improvement.

Why Ballards?

• Hybrid working
• A supportive, collaborative culture
• Genuine career development opportunities
• The opportunity to influence finance transformation projects
• A competitive salary and benefits package

If you’re looking for a varied, hands-on Specialist Tax Team Support Coordinator role where you can make a real impact within a growing business, we’d love to hear from you.