Tax Practice Administrator

Search Services; Houston (TX); On-site; USD 70,000 - 95,000; Full time

Job summary

Search Services in Houston seeks a Tax Practice Administrator to support the Tax department's day-to-day coordination and administration for UHNW clients. You will work closely with the Tax Leader to manage tax return processes, deadlines, and cross-team communication.

The role requires strong organization, proactive follow-through, and discretion in handling confidential client information while coordinating with internal teams, clients, and outside CPA firms.

Qualifications

• 3+ years in project coordination or tax administration.
• Experience supporting UHNW clients or tax return processes preferred.
• Experience with CPA firms or accounting professionals is a plus.
• Strong organizational, communication, and follow-up skills.
• PM/Project management training or certification preferred but not required.

Responsibilities

• Coordinate tax return timelines for UHNW clients, trusts, and foundations.
• Monitor status with internal teams and CPA firms to maintain momentum.
• Follow up on information and items with clients, teams, and CPA firms.
• Oversee billing and payments related to tax services.
• Manage workflow systems and maintain documentation and notes.
• Support Tax Leader with special projects and reporting.

Skills

Project coordination

Communication

Organizational skills

Detail-oriented

Client interaction

Proactive

Education

PMP certification

Tools

MS Word

MS Excel

MS Outlook

MS Teams

Adobe Acrobat

Tax platforms

Job description

Our client is a nationally chartered trust company serving ultra-high-net-worth (UHNW) families and private foundations. The firm provides sophisticated trust, family office, tax, estate planning, and investment services tailored to the unique needs of its clients.

They are seeking a motivated and detail-oriented Tax Practice Administrator to support the day-to-day coordination and administration of the Tax department.

This role works closely with the Tax Leader to coordinate tax return processes, manage deadlines, facilitate communication among internal teams, clients, and outside CPA firms, and ensure that projects and deliverables stay on track.

The Role

The Tax Practice Administrator serves as a key organizational partner to the Tax Leader and department, helping bring structure, accountability, and visibility to the tax return process.

Behind every tax return is a relationship—with a client, family office, CPA firm, or internal team—and this role helps ensure those relationships and processes run smoothly. Success requires strong organizational skills, excellent follow-through, clear communication, and the ability to anticipate needs before they become issues.

Responsibilities

Tax Return Coordination & Deadline Management

• Plan, schedule, and track tax return timelines for UHNW clients, including individuals, trusts, partnerships, and private foundations.
• Monitor tax return status with internal teams and external CPA firms to maintain momentum toward timely filing.
• Follow up on outstanding information and open items with CPA firms, clients, and internal teams.
• Maintain visibility into upcoming deadlines and deliverables.
• Escalate potential timeline issues to the Tax Leader and communicate updates to impacted stakeholders.
• Coordinate meetings, follow-ups, and action items related to tax return preparation.

Payments & Billing

• Coordinate clients’ quarterly tax payments and obtain required approval from the Trust team.
• Oversee billing and payment processes involving CPA firms and the Tax department.
• Maintain accurate records of tax-related payments and billing activity.
• Follow up on outstanding invoices and payment-related items as needed.

Practice Administration & Workflow

• Manage the Tax department’s workflow and administrative systems, including the workflow tracker, Tax Center portal, and Tax Return Due Date Calendar.
• Maintain organized project documentation, status updates, meeting notes, and action items.
• Coordinate information and deliverables between the Tax Leader, internal teams, clients, and external CPA firms.
• Help develop and improve administrative processes that increase efficiency and visibility across the Tax department.
• Support the Tax Leader with special projects, reporting, scheduling, and other administrative needs.
• Identify potential workflow issues proactively and help implement solutions.

Client & CPA Firm Coordination

• Serve as a key administrative point of contact between the Tax department, clients, family offices, and outside CPA firms.
• Maintain professional and responsive communication with external partners.
• Ensure stakeholders have the information and updates needed to meet deadlines.
• Build strong working relationships while maintaining a high level of confidentiality and professionalism.

Technical Expertise

• Project planning, scheduling, and status tracking
• Workflow and task management systems
• Microsoft Word, Excel, Outlook, and Teams
• Adobe Acrobat
• Tax workflow and document management platforms

Who You Are

• Relationship-oriented, with a genuine people-first approach to clients and colleagues.
• Highly organized and able to manage multiple deadlines and priorities simultaneously.
• Detail-oriented with strong follow-through and a high level of accuracy.
• A clear, warm, and professional communicator.
• Proactive and comfortable following up without waiting to be asked.
• Calm and composed when managing competing priorities and deadlines.
• Discreet and thoughtful when handling sensitive and confidential client information.
• Comfortable working with senior professionals, UHNW clients, family offices, and external advisors.
• Takes ownership of responsibilities and follows projects through to completion.
• Committed to being part of a collaborative team that genuinely cares about its clients and colleagues.

Qualifications

• At least 3 years of experience in project coordination, practice administration, executive administration, tax administration, or a related role.
• Experience coordinating complex projects, multiple deadlines, or professional service engagements.
• Experience supporting UHNW clients, family offices, or tax return processes is preferred.
• Experience working with CPA firms or accounting/tax professionals is a plus.
• Strong organizational, communication, and follow-up skills required.
• PMP certification or equivalent project management training is preferred but not required.