Administrative Coordinator - Advisory & Tax Team

Rehmann Robson LLC; Grand Rapids (MI); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Benefits focused on physical and mental health

Paid time off for volunteering

Flexible work arrangements

Job summary

Rehmann Robson LLC in Grand Rapids, Michigan is seeking a client engagement associate to manage client onboarding, document processing, and tax return workflows. The successful candidate will be responsible for preparing engagement letters, managing client communications, and tracking tax return processes.

Qualifications include an associate degree or equivalent work experience, proficiency in Microsoft Office, and strong communication skills. Benefits include paid time off for volunteering and flexible work arrangements.

Qualifications

• Proficient in preparing correspondence, reports, tables, and exhibits.
• Professional handling of communications and discretion with confidential materials.
• Strong prioritization and time-management skills.

Responsibilities

• Manage client onboarding and document processing tasks.
• Prepare engagement letters and follow up on signatures.
• Track and manage tax return processes and due dates.

Skills

Microsoft Office suite proficiency

Articulate spoken and written communication

Critical thinking and sound judgment

Strong attention to detail

Education

Associate degree or equivalent work experience

Tools

Outlook

Excel

Tax-specific software

Job description

Job Description

We are seeking a client engagement associate to manage client onboarding, document processing, and tax return workflows.

Responsibilities

• Client Management
  • Prepare engagement letters, mail merge, send via DocuSign, and follow up on signatures.
  • Consent form management (7216 Marketing, 7216 RFG, 3rd party release forms, offshore).
  • New client set‑up and closing out clients in systems (GoFileRoom, Axcess, SafeSend Gather, Suralink).
  • Manage SafeSend Gather tasks: document sorting, user setup, sending requests.
  • Manage client communication regarding estimates, extensions, and notices (mail/email clients and handle certified mailing).
  • Initiate and maintain effective communication with clients, ensuring timely flow of data, reminders for meetings, deadlines, and deliverables.
  • Coordinate tax return processing events such as creating organizers, estimate reminders, and communicate extension filing deadlines.
  • Foster positive relationships with clients and associates by addressing inquiries and concerns promptly.
• Quality Control
  • Ensure accurate filing of extensions and estimates to GFR.
  • Oversee e‑file status, handle rejections, and manage Power of Attorney processing.
  • Facilitate and coordinate Federal/State notices and responses, ensuring timeliness and correctness.
  • Maintain tracking for 1099 processing and PPT tax returns.
• Workflow and Process Tracking
  • Use Axcess Tax batch manager: create and compare reports for tax returns and batch management (1040, 1065, 1120S, etc.).
  • Track and manage tax return processes (paper, SafeSend, SFT), and monitor due dates and workflows in GFR.
  • Oversee batch extension processing, organizer creation and delivery (both PDF and physical).
  • Ensure certified mailing processes are timely and recorded in GFR.
• Assistance with CCH Scanning and AutoFlow

Qualifications

• Associate degree, paralegal, or equivalent work experience.
• Proficient in Microsoft Office suite; ability to prepare correspondence, reports, tables, and exhibits.
• Experience using Outlook, Excel, and tax‑specific software for project management and scheduling.
• Articulate spoken and written communication skills; clear, fact‑based manner.
• Ability to keep supervisors and associates informed of progress and significant project developments.
• Professional handling of communications and information, with discretion for confidential materials.
• Strong prioritization and time‑management skills to meet timelines and firm expectations.
• Critical thinking, sound judgment, and ethical behavior in accordance with professional standards.
• Strong attention to detail, proactive learning, and innovative thinking.
• Professional image, maturity, self‑confidence, and positive attitude.

Benefits

• Benefits focused on physical and mental health.
• Paid time off for volunteering and diversity‑related activities.
• Flexible work arrangements.
• Other benefits that encourage growth and development.

Rehmann is an Equal Opportunity Employer.