Admin Coordinator / Project Manager

• Type: Direct Hire
• Job #3554

Ideal Candidate

We are looking for someone who is highly proactive and capable of keeping operations moving without constant supervision. The ideal candidate naturally takes initiative, monitors team productivity closely, and helps ensure work continues flowing efficiently across the bookkeeping department.

This role is best suited for someone who enjoys balancing administrative precision with operational leadership and can confidently support both the tax and bookkeeping sides of a growing CPA firm.

Key Responsibilities

• Tax Administration Support

  • Manage and coordinate tax-related administrative workflows

  • Utilize CCH Axcess for tax workflow and client management

  • Prepare and deliver tax returns using SafeSend

  • Organize and monitor client documentation and internal deadlines

  • Support accountants and tax professionals with administrative tasks and workflow coordination

  • Maintain accurate and organized digital records and documentation

  • Download and organize client documents and process them through CCH Scan and Autoflow

• Bookkeeping Team Project Management

• Oversee workflow distribution for the bookkeeping department

• Ensure bookkeeping projects are progressing efficiently and are reviewed monthly

• Monitor team capacity and proactively reallocate work as needed

• Identify team members with availability and coordinate additional assignments to maximize productivity

• Collaborate with leadership to maintain efficient turnaround times and workload balance

• Track project progress, deadlines, and team accountability

• Help maintain smooth day-to-day operations within the bookkeeping team

Additional Responsibilities

• Provide occasional light bookkeeping support during slower administrative periods

• Assist with internal process improvements and operational organization

• Communicate professionally with clients and internal team members

• Support internal administrative and accounting workflows

• Collaborate with accountants and tax professionals to ensure clean and audit-ready books

Requirements

• 3–5 years of experience supporting high-level executives within a U.S.-based CPA, tax, or accounting firm

• Hands-on experience with SafeSend for tax return delivery (required)

• Experience using CCH Axcess

• Strong project coordination and workflow management experience

• Advanced proficiency in Microsoft Office applications and Adobe Acrobat

• Strong understanding of bookkeeping processes and accounting workflows

• Ability to proactively manage workloads and identify operational gaps

• Excellent organizational and time management skills

• Close attention to detail and accuracy

• Strong written and verbal English communication skills

• Ability to work independently in a remote environment and consistently meet deadlines

• Hands-on experience using VPN software

• Comfortable working with multiple software systems and learning new tools quickly

Preferred Qualifications

• Familiarity with Gather by SafeSend Returns

• Familiarity with Splashtop VPN software

• Experience using CCH Scan and Autoflow software

• Experience using Double as a project management tool within a tax or accounting firm

• Prior experience supporting remote bookkeeping teams

Schedule: M-F, 8:00 AM – 5:00 PM US Pacific hours (expect additional hours during tax season)

Salary and benefits: 

• $13-$15 per hour

• Health insurance reimbursement of $100 from the first day of engagement

• Full remote work arrangement, fixed weekends off

• 8 PTOs per year and birthday time-off (upon successfully passing the probationary period)

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