Tax Prep Support Specialist

Five Star Tax Resolution; Costa Mesa (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

Five Star Tax Resolution in Costa Mesa, CA is seeking a Tax Prep Support Specialist to manage client communications and document collection for tax returns. This role acts as the liaison between clients and the Tax Prep team to ensure all required documents and schedules are gathered, reviewed, and prepared for handoff.

The ideal candidate is highly organized, detail-oriented, and capable of maintaining accurate CRM notes while following up on missing items.

Qualifications

• Experience in office administration or support roles.
• Strong attention to detail and organizational skills.
• Comfortable handling client communication by phone, text, and email.
• Ability to manage follow up tasks and keep multiple files moving.
• Basic computer skills and confidence using CRM systems and office tools.
• Ability to review documents carefully for completeness and clarity.
• Strong written and verbal communication skills.
• Ability to work with urgency while maintaining accuracy.
• Professionalism and confidentiality when handling client financial information.
• Experience with Salesforce or Logics CRM preferred.

Responsibilities

• Serve as the primary contact for clients throughout the tax preparation process.
• Communicate with clients regarding required tax documents and information.
• Answer general questions related to tax prep documentation.
• Collect and organize required documents (income docs, organizers, schedules, P&L for self-employed).
• Review documents for completeness, readability, and relevance before submission.
• Track outstanding document needs and follow up until complete.
• Prepare and organize files for handoff to the Tax Prep team.
• Relay updates and concerns internally as needed.
• Maintain detailed CRM notes for all communications and documents.
• Ensure files progress smoothly without delays.

Skills

Client communication

Organizational skills

Follow-up management

Detail-oriented

Confidentiality

Written and verbal communication

Urgency with accuracy

Professionalism

CRM experience

Tools

Salesforce

Logic s CRM

Job description

Job Description

Job Description

Job description:

Job Overview

We are seeking a highly organized and detail oriented Tax Prep Support Specialist to support our tax preparation process from the client communication and document collection side. This role serves as the primary liaison between the client and the Tax Prep team, helping ensure all required documents, organizers, schedules, and information are collected, reviewed, and prepared for efficient tax return completion.

This is a key support role focused on keeping files moving, following up on missing items, maintaining clear communication with clients, and ensuring every file is properly documented and ready for handoff. The right candidate will be strong with follow up, organized in a fast paced environment, and committed to accuracy and consistency.

Responsibilities

• Serve as the primary point of contact for clients throughout the tax preparation process
• Communicate with clients regarding required tax preparation documents and information
• Answer general questions related to tax prep documentation
• Collect and organize required documents including income documents, tax organizers, schedules, and profit and loss statements for self employed clients
• Review documents for completeness, readability, and relevance before submission
• Track outstanding document needs for each file and actively follow up until completePrepare and organize files for handoff to the Tax Prep team
• Handle additional document requests and updates from the Tax Prep team
• Relay important updates, missing items, and concerns internally when needed
• Maintain detailed and accurate CRM notes for all communication, follow ups, pending items, and documents received
• Support smooth pipeline movement by ensuring files are fully prepared without unnecessary delay

Qualifications

• Experience in office administration, document handling, tax support, client services, or a similar support role preferred
• Strong attention to detail and organizational skills
• Comfortable handling client communication by phone, text, and email
• Ability to manage follow up tasks and keep multiple files moving at once
• Basic computer skills and confidence using CRM systems and office tools
• Ability to review documents carefully for completeness and clarity
• Strong written and verbal communication skills
• Ability to work with urgency while maintaining accuracy
• Professionalism and confidentiality when handling client financial information
• Experience with Logics and Salesforce CRM systems is preferred

Role Standards

• All files must have active follow up until complete
• No file should be passed forward with missing critical documents
• Every action taken must be clearly notated in the CRM
• Communication must be clear, consistent, and professional
• Documents must be complete, readable, and relevant to the filing requirements
• If it is not notated, it did not happen

Important Role Boundaries

This role does not prepare tax returns, perform financial analysis, or determine resolution strategy. The focus of this position is client communication, document collection, account tracking, and tax prep support.

Performance Metrics

Success in this role may be measured by:

• Number of completed document sets
• Speed of document collection
• Reduction in incomplete files sent to Tax Prep
• Client communication responsiveness
• Quality and consistency of account notes

Why This Role Matters

This role directly impacts the speed of tax preparation, overall file accuracy, reduction of rework, client experience, and visibility across the tax prep pipeline. It is a critical intake and support function for the tax preparation team.

Work Location: In person