Tax Administrator

Vanguard; Malvern (Chester County); Hybrid; USD 90,000 - 120,000; Full time

Job summary

Vanguard in Malvern, PA is seeking an experienced Tax Operations professional to oversee daily withholding operations for retail brokerage client accounts. This role requires strong analytical skills and the ability to manage complex processes with attention to compliance and service levels.

You will collaborate with Tax Oversight, Compliance, Legal, and IT to implement process improvements, monitor IRS B-Notices, W-8 documentation, and cross-functional controls in a hybrid work environment.

Qualifications

• Undergraduate degree or equivalent required.
• Minimum of three years of related experience.
• Strong analytical and problem-solving skills.
• Demonstrated ability to learn and apply complex concepts, processes, or systems.
• Effective verbal and written communication skills.
• Proven ability to manage detail-sensitive work accurately under time constraints.
• Experience working independently and exercising sound judgment.
• Ability to adapt to changing priorities in a dynamic operational environment.

Responsibilities

• Oversee daily tax-withholding operations supporting retail brokerage client accounts.
• Manage processes and provide oversight to ensure regulatory and service level objectives are consistently achieved.
• Understand unique rules applicable to Broker Dealer business related to required filings from tax agencies.
• Ensure regulatory, compliance, and service-level objectives are consistently achieved.
• Monitor automated withholding processes and identify, investigate, and resolve exceptions or operational issues.
• Support oversight of IRS B-Notice programs, including client resolution activities related to backup withholding requirements.
• Assist with foreign withholding and non-resident alien (NRA) tax processes, including W-8 documentation requirements.
• Support levy-processing activities requiring coordination across clients, taxing authorities, and internal business partners.
• Facilitate and maintain operational controls, ensuring appropriate documentation and evidence are completed accurately and on time.
• Analyze operational risks and proactively identify opportunities for process improvements and increased efficiency.
• Partner with Tax Oversight, Compliance, Legal, Enterprise Risk Management, technology teams, vendors, and business stakeholders to ensure accurate execution of tax-related activities.
• Support testing, validation, and implementation of process and system enhancements.
• Resolve complex client and operational issues with sound judgment and attention to risk.
• Operate as a trusted resource for complex issues and serve as a bridge between individual contributors and management.

Skills

Bachelor’s degree or equivalent

3+ years experience

Analytical skills

Problem solving

Communication skills

Detail-oriented

Independent work

Adaptability

Education

Undergraduate degree or equivalent

Job description

This opportunity follows a hybrid schedule. Onsite Tuesday, Wednesday Thursday in the following locations: Malvern, PA.

Duties:

• Oversee daily tax-withholding operations supporting retail brokerage client accounts.
• Manage processes and provide oversight to ensure regulatory and service level objectives are consistently achieved.
• Understand unique rules applicable to Broker Dealer business related to required filings from tax agencies.
• Ensure regulatory, compliance, and service-level objectives are consistently achieved.
• Monitor automated withholding processes and identify, investigate, and resolve exceptions or operational issues.
• Support oversight of IRS B-Notice programs, including client resolution activities related to backup withholding requirements.
• Assist with foreign withholding and non-resident alien (NRA) tax processes, including W-8 documentation requirements.
• Support levy-processing activities requiring coordination across clients, taxing authorities, and internal business partners.
• Facilitate and maintain operational controls, ensuring appropriate documentation and evidence are completed accurately and on time.
• Analyze operational risks and proactively identify opportunities for process improvements and increased efficiency.
• Partner with Tax Oversight, Compliance, Legal, Enterprise Risk Management, technology teams, vendors, and business stakeholders to ensure accurate execution of tax-related activities.
• Support testing, validation, and implementation of process and system enhancements.
• Resolve complex client and operational issues with sound judgment and attention to risk.
• Operate as a trusted resource for complex issues and serve as a bridge between individual contributors and management.

Required Qualifications:

• Undergraduate degree or equivalent combination of training and experience.
• Minimum of three years of related experience.
• Strong analytical and problem-solving skills.
• Demonstrated ability to learn and apply complex concepts, processes, or systems.
• Effective verbal and written communication skills.
• Proven ability to manage detail-sensitive work accurately under time constraints.
• Experience working independently and exercising sound judgment.
• Ability to adapt to changing priorities in a dynamic operational environment.

Preferred Qualifications:

• Experience within financial services, brokerage operations, banking operations, tax operations, compliance, audit, risk, or other regulated operational environments.
• Familiarity with tax-withholding processes, B Notices, backup withholding, W-8 documentation, foreign withholding, or levy processing.
• Experience supporting controls, audits, compliance activities, or risk management programs.
• Process improvement experience, including Lean Management methodologies.
• Experience working with cross-functional stakeholders across complex organizations.
• Knowledge of systems, workflows, and operational controls.

Special Factors

Sponsorship

• Vanguard is not offering visa sponsorship for this position.

About Vanguard

At Vanguard, we don't just have a mission-we're on a mission.

To work for the long-term financial wellbeing of our clients. To lead through product and services that transform our clients' lives. To learn and develop our skills as individuals and as a team. From Malvern to Melbourne, our mission drives us forward and inspires us to be our best.

How We Work

Vanguard has implemented a hybrid working model for the majority of our crew members, designed to capture the benefits of enhanced flexibility while enabling in-person learning, collaboration, and connection. We believe our mission-driven and highly collaborative culture is a critical enabler to support long-term client outcomes and enrich the employee experience.