US Taxes - Accounting Coordinator

🎯 WE’RE HIRING: US Tax Accounting Coordinator (100% Remote - Colombia) 🇨🇴🇺🇸

Are you a highly organized, proactive process manager with experience in U.S. tax operations, client coordination, and workflow tracking? We are looking for a US Tax Accounting Coordinator to take ownership of our tax season workflows, client intake, e-file tracking, and operational efficiency for our U.S.-based tax practice!

In this role, you will act as the operational engine of our firm—ensuring tax packages move seamlessly from document intake to preparation, review, client approval, and successful e-filing.

📍 Location: 100% Remote (Colombia)

⏰ Schedule: Full-Time (Aligned to U.S. Business Hours / EST or PST)

🗣️ Language: Fluent English (C1/C2 required)

💼 Experience: 3+ years in U.S. Tax Operations, Tax Coordination, Practice Management, or Accounting Workflow Management

🌟 What You’ll Do:

• End-to-End Tax Workflow Management: Oversee the lifecycle of tax returns (Individual 1040, Business 1120/1120S/1065) inside our practice management system (Canopy, TaxDome, or Karbon), ensuring zero missed deadlines or bottlenecks.
• Client Intake & Document Completeness: Manage Provided-By-Client (PBC) document collection, review organizers for completeness, and ensure all required tax forms (W-2s, 1099s, K-1s, bank statements) are received before assigning files to preparers.
• E-Filing & Extension Tracking: Coordinate e-file authorizations (Form 8879s), track e-file acceptances/rejections with taxing authorities (IRS & State), and manage timely tax extension filings during peak deadlines (March 15, April 15, Sept 15, Oct 15).
• Team & Capacity Allocation: Assign incoming client files to tax preparers based on team bandwidth and monitor turnaround times to maintain firm SLAs.
• Client Communication & Status Updates: Manage escalated client inquiries, schedule review meetings, and provide clear, professional updates regarding return status and payment instructions.
• System & CRM Hygiene: Maintain accurate client database records, file structures, billing statuses, and communication logs in Google Workspace, RingCentral, and our tax software ecosystem.

🎯 What We’re Looking For:

• 3+ years of experience in tax office coordination, tax operations, or workflow management for a U.S. CPA firm, EA practice, or accounting BPO.
• C1/C2 English Level: Exceptional written and verbal communication skills with full confidence managing native U.S. English clients and team members.
• Solid U.S. Tax Season Awareness: Strong familiarity with U.S. tax forms (1040, 1120, 1120S, 1065, W-2, 1099, 8879), tax season milestones, extension rules, and intake requirements.
• Practice Management Software Mastery: Hands-on experience with tools such as Canopy, TaxDome, Karbon, or Practice Engine.
• Familiarity with Tax Prep Software: Exposure to platforms like Drake, Lacerte, ProConnect, UltraTax, or CCH Axcess.
• Exceptional Organizational Skills: High attention to detail, ability to prioritize under seasonal pressure, and proactive problem-solving mindset.

⭐️ Bonus Points (Nice to Have):

• Prior hands-on tax preparation or basic bookkeeping experience (QuickBooks Online).
• Enrolled Agent (EA) candidate or basic knowledge of IRS Circular 230 guidelines.
• Experience utilizing AI tools (ChatGPT, Claude) to draft client communications, SOPs, and workflow summaries.

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