Operations Admin Systems Specialist

Gilder Search Group; Sacramento (CA); On-site; USD 70,000 - 80,000; Full time

Benefits offered by this job

Medical, dental & vision insurance

Paid time off

Retirement plan

Professional development budget

Every other Friday off in June/July

Job summary

Gilder Search Group seeks an Operations Systems Specialist to modernize workflows, connect multi-platform information, and drive AI automation across the tax department. You will own processes, coordinate returns, manage documents, and ensure timely deliverables within a collaborative, growth-focused team.

Experience across software platforms, ERP exposure, and a detail-oriented mindset are essential. This full-time role is based in Sacramento, with an emphasis on continuous improvement and

Qualifications

• Experience working across multiple software platforms in a tech-driven role.
• Ability to learn new technology quickly and leverage AI to improve efficiency.
• Experience with ERP systems and keeping databases updated.
• Excellent attention to detail and accuracy.

Responsibilities

• Own operational processes across platforms to improve workflows.
• Coordinate tax return processes across software platforms from intake to filing.
• Manage client documents and update workflow statuses.
• Assemble tax returns for review and perform final quality control.
• Monitor deadlines, extensions, and client deliverables.
• Serve as primary contact for client document requests and portals.
• Support onboarding of new clients and new technology implementations.
• Assist ops leader with special projects to streamline operations.

Skills

Cross-platform tech experience

AI/automation mindset

ERP system exposure

Attention to detail

Natomas office presence

Tools

Zapier

APIs

Secure client portals

Job description

Operations Systems Specialist

If you're the person who naturally becomes the technology expert, enjoys making systems more efficient, and loves finding better ways to organize information and improve processes, this opportunity could be your perfect fit.

Help shape how a forward-thinking CPA firm operates by modernizing workflows, managing information across multiple technology platforms, and driving AI and automation initiatives that make the business smarter, faster, and more efficient. You'll work alongside a collaborative, high-performing team that embraces emerging technology, continuous improvement, and innovation.

If you are energized by solving operational challenges, connecting systems, and leveraging technology to eliminate manual work, you will feel right at home here.

Operations Systems Specialist - Your Job Duties

You will own the operational processes that keep the firm running efficiently (primarily serving the tax department). You will manage information across multiple technology platforms, improve workflows, and ensure client information from initial intake through deliverables are accurate and completed on time.

You will:

• Coordinate the tax return process across multiple software platforms, ensuring work moves smoothly from document receipt through final electronic filing
• Manage client documents, maintain accurate records, and keep workflow status updated across all systems
• Assemble tax returns for review, process electronic filing authorizations, and perform final quality control reviews before returns are filed
• Monitor tax deadlines, filing status, extensions, and client deliverables to ensure work is completed accurately and on time
• Serve as a primary point of contact for client document requests, secure client portals, and return status updates
• Assist clients with document uploads, client portals, and electronic signature tools
• Document workflows, identify opportunities for process improvements, and support implementation of new technology, AI, and automation tools
• Support onboarding of new clients while maintaining accurate information across multiple technology platforms
• Support the operations team and ops leader with special projects that streamline, automate and improve firm operations

Operations Systems Specialist - You Have (Required Skills, Experience & Team Fit)

You have:

• Prior experience working in a technology driven role where you regularly work across multiple software platforms and systems
• Confidence learning new technology quickly. You enjoy figuring out new systems and are energized by leveraging technology and AI to improve efficiency
• Exposure to working in an ERP system – keeping systems and databases updated and running
• Flexibility with change - process improvement motivates you instead of frustrating you
• Exceptional attention to detail. You naturally catch inconsistencies, errors, and missing information before anyone else does
• Ability to work full time in the Natomas office Monday through Friday

You might have:

• Prior experience using secure client portals or document sharing systems to exchange information with clients
• Prior experience working in a professional services environment supporting business clients (ex: CPA or tax firm, law firm, financial advisory firm, consulting firm, architecture or engineering firm, public relations firm, IT services company, financial services firm)
• Experience using Zapier, APIs, or other technology integrations to automate workflows and connect software platforms

Operations Systems Specialist - Benefits for You

Your compensation will be $70,000 to $80,000 base salary, depending on your experience, plus performance based incentive bonus.

You will be provided with comprehensive medical, dental and vision insurance, paid time off and retirement plan, and professional development budget to continue to develop your skills.

You will work full time in the Natomas, Sacramento office where you will collaborate directly with a team that values innovation, continuous improvement, and finding better ways to serve clients. During tax season and other peak periods, some overtime will be expected as the team works together to meet important client deadlines.

As an added perk, you will enjoy every other Friday off during June and July, giving you additional time to recharge during the summer months.