Tax Administrative Coordinator
Role description
From the employer- Position: Tax Operations/Administrative Coordinator
Location: Ridgefield, Connecticut
Work Schedule: (Hybrid)
Newly Created Position due to growth
No agency or recruiter submissions - direct applicants only
____________________________________________________________________________
Due to growth and development at the Firm, we are looking to expand our administrative team and build for the future! This is an excellent leadership opportunity to be part of an independent, successful, family-oriented Professional Services Firm that provides a healthy work/life balance, flexibility, and career growth. We have been named a Top Workplace by Hearst Media Group multiple years, recognized in Accounting Today as a Top Firm in New England, Inside Public Accounting Top 400 Firms, and Best of Accounting Award! With offices in Ridgefield and New Canaan CT, Reynolds + Rowella provides accounting and advisory services to individuals and businesses. We’re proud to be one of the few independent regional accounting firms in Fairfield County—offering the expertise/reach of a large firm with the personal touch of a close-knit team.
Why work with Reynolds + Rowella? We offer
Healthy Work/Life Balance – Hybrid Work Schedules
Rewarding Working Culture – team building and volunteer events, employee-led committees
Coaching/Mentorship Programs for our staff
Reasonable/Achievable work hours during Tax Season/Year Round
Strong Competitive Compensation + bonuses
401(K) savings plan with company match
Strong Comprehensive Benefits: Medical, Dental, Vision, Voluntary/Company Paid Life Insurance, short/long-term disability insurance, Medical FSA and Dependent Care
Very generous PTO Program + Paid Holiday Schedules
Tuition / CPA exam & study materials reimbursement, including paid weekly study time
Gym Membership reimbursement
Summer Flex Time/Hours – off Fridays
Dress for your day policy
\n
\n
$35 - $40 an hour
Growth Path
This position is designed to grow. As the firm modernizes its administrative operations, the Tax Administrative Coordinator will have the opportunity to take on broader responsibility across firm operations, including supervision of administrative staff, ownership of firm-wide workflow and process improvement, and participation in the firm's automation initiatives.
Summary of Position
The Tax Administrative Coordinator serves as the central coordinator within the Tax Department, ensuring projects move efficiently from intake through first review while supporting workflow management, quality control, client communication, and cross-department coordination. This includes monitoring project statuses, managing portal notifications, tracking missing information, coordinating between departments, and ensuring projects progress through the pipeline.
Year Round Responsibilities
Workflow Coordination and Project Movement
Monitor project statuses - keep work moving through pipeline - intake through first review
Conduct biweekly review of "Waiting on Info to Sort" status
Manage project movement and reassignments, including annual reassignment projects
Develop working knowledge of staff experience/skill sets to match work to the right in-charge
Identify incorrect project setups, bring them to the Director's attention, and follow up with Admin and IT to confirm corrections are complete
Quality Control and Intake Support
Perform first-pass quality control on incoming work
Review e-sort PDFs for proper organization coming through intake
Assist with the Client Missing Info list, driving information in and moving projects along in coordination with managers
Cross-Department Liaison
Act as liaison between IT, Intake, and Tax, as well as OAS and Audit
Develop a deep understanding of firm processes and how departments work together to maximize workflow and efficiency
Capture manager meeting minutes and follow up on action items
Tax Department Administration
Coordinate client setups and client drops
Manage project rolling and maintain CCH templates
Administer semi-annual independence process
Help organize department training
Track CPE certificates, CPE hours, and CPA license renewals
Billing Support
Prepare bills as needed once approved, including progress bill preparation
Prepare and distribute AR statements
Restore QuickBooks files as needed
Seasonal Responsibilities
January Through March
Serve as Missing Info List coordinator, including direct client outreach
Coordinate/Monitor intern and seasonal staff assignments, hours, and project accountability.
Acknowledge information received to clients - send updated Client Info Lists with received items filtered out
Review dependents' return information to determine filing requirements
Review e-sort PDFs of tax information files
Monitor Intake, New Information Received, and Ready-for-Export queues, ensuring all items are reviewed and advanced within 48 hours.
Mark bills paid in SafeSend - mark engagement letters manually signed at appropriate point
March and April
Assist in processing and delivering tax extensions
Screen calls with Admin to provide payment vouchers or previously provided estimates, give clients status updates on returns, and confirm receipt of information
Follow up on clients who have not sent initial information
October Through December
Help update and improve the extension process for the coming season
Prepare engagement letters
Prepare and distribute organizers
Minimum Qualifications
5 + years of administrative, paraprofessional, or workflow coordination experience, preferably in a CPA firm or professional services environment
Strong organizational skills and ability to track many moving projects at once without letting items stall
Comfort with technology and a willingness to learn firm systems, including CCH Axcess, SafeSend, portal tools, and workflow software
An automation-friendly mindset: curiosity about how AI and workflow tools can improve processes rather than a preference for doing things the way they have always been done
Professional, service-oriented communication with clients and staff
Discretion in handling confidential client and firm information
Self-managing work style with sound judgment on when to escalate
Reynolds + Rowella, LLP is an Equal Opportunity Employer and does not discriminate against qualified applicants with regard to race, color, religion, age, sex, national origin, disability, sexual orientation, genetics or veteran status. In addition to federal law requirements Reynolds + Rowella, LLP complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment. This job description indicates in general terms, the type and level of work performed. The duties described are not to be interpreted as being all-inclusive and management reserves the rights to add, modify, change or rescind the tasks as assigned at any time. Nothing in this position description changes the at-will employment relationship existing between the company its employees
\n