Tax & Client Services Administrator

Ultimate Staffing; Boulder (CO); On-site; USD 55,000 - 60,000; Full time

Job summary

Ultimate Staffing, partnering with a well-established public accounting firm in Boulder, CO, seeks a Tax & Client Services Administrator to join their on-site team. The role combines client service, office administration, tax workflow coordination, and light accounting responsibilities in a professional services environment.

The successful candidate will interact with clients, manage multiple priorities, maintain organized records, and support a team of professionals in a fast-paced office.

Qualifications

• 2+ years of administrative, office management, customer service, or related experience.
• Strong verbal and written communication skills.
• Excellent attention to detail and organizational abilities.
• Professional phone presence and client-facing experience.
• Ability to prioritize tasks and manage multiple deadlines.
• Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel.
• Ability to handle confidential information with professionalism and discretion.

Responsibilities

• Serve as a primary point of contact for clients via phone, email, and in-person interactions.
• Schedule meetings and coordinate calendars for advisors, accountants, and clients.
• Provide outstanding customer service and timely follow-up regarding client requests and inquiries.
• Prepare and distribute annual tax organizers, engagement documents, and other client communications.
• Maintain accurate client records and correspondence within firm systems.
• Receive, organize, and process client tax documentation.
• Utilize tax workflow and document management software to scan, upload, organize, and maintain client records.
• Track outstanding documentation and assist with gathering information needed to complete tax filings.
• Support tax return workflow by ensuring documents are properly routed and maintained throughout the preparation process.
• Maintain confidentiality and accuracy when handling sensitive client information.
• Coordinate day-to-day office operations and administrative functions.
• Maintain office supplies and manage vendor relationships.
• Organize and maintain electronic and physical filing systems.
• Assist with mail distribution, document retention, and general office organization.
• Support special projects and additional administrative initiatives as needed.
• Assist with processing vendor invoices and payments.
• Coordinate with service providers such as shredding companies, office suppliers, and facility vendors.
• Access vendor payment portals and ensure timely payment processing.
• Maintain accurate records of invoices, receipts, and vendor communications.

Skills

Communication

Organization

Attention to detail

Client-facing

Time management

Discretion

Tools

Microsoft Office Suite

Job description

Ultimate Staffing is partnering with a well-established public accounting firm in Boulder, CO to identify a Tax & Client Services Administrator.

Location: Boulder, CO (100% Onsite)
Pay: $55,000 - $60,000 annually
Schedule: Monday-Friday, standard business hours

About the Opportunity

Tax & Client Services Administrator

Our client is seeking a highly organized, customer-focused professional to serve as the primary administrative support resource for their tax and advisory teams. This position offers a unique opportunity to combine client service, office administration, tax workflow coordination, and light accounting responsibilities in a professional services environment.

The ideal candidate enjoys interacting with clients, managing multiple priorities, maintaining organized records, and supporting a team of professionals in a fast-paced office setting.

Key Responsibilities

Client Service & Administrative Support

• Serve as a primary point of contact for clients via phone, email, and in-person interactions.
• Schedule meetings and coordinate calendars for advisors, accountants, and clients.
• Provide outstanding customer service and timely follow-up regarding client requests and inquiries.
• Prepare and distribute annual tax organizers, engagement documents, and other client communications.
• Maintain accurate client records and correspondence within firm systems.

Tax Document & Workflow Management

• Receive, organize, and process client tax documentation.
• Utilize tax workflow and document management software to scan, upload, organize, and maintain client records.
• Track outstanding documentation and assist with gathering information needed to complete tax filings.
• Support tax return workflow by ensuring documents are properly routed and maintained throughout the preparation process.
• Maintain confidentiality and accuracy when handling sensitive client information.

Office Management

• Coordinate day-to-day office operations and administrative functions.
• Maintain office supplies and manage vendor relationships.
• Organize and maintain electronic and physical filing systems.
• Assist with mail distribution, document retention, and general office organization.
• Support special projects and additional administrative initiatives as needed.

Vendor & Invoice Administration

• Assist with processing vendor invoices and payments.
• Coordinate with service providers such as shredding companies, office suppliers, and facility vendors.
• Access vendor payment portals and ensure timely payment processing.
• Maintain accurate records of invoices, receipts, and vendor communications.

Qualifications

Required

• 2+ years of administrative, office management, customer service, or related experience.
• Strong verbal and written communication skills.
• Excellent attention to detail and organizational abilities.
• Professional phone presence and client-facing experience.
• Ability to prioritize tasks and manage multiple deadlines.
• Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel.
• Ability to handle confidential information with professionalism and discretion.

Preferred

• Experience within a CPA firm, accounting office, financial services firm, or other professional services environment.
• Experience with document management, tax workflow, or accounting software.
• Exposure to invoicing, accounts payable, or vendor management processes.
• Office management or executive support experience.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.