The Tax Project Admin provides project coordination and operational support to the Tax practice by ensuring engagements are accurately established, monitored, and maintained throughout the project lifecycle. This role is responsible for workflow administration, project scheduling, deadline monitoring, reporting, and stakeholder coordination to support the timely delivery of client engagements.

Responsibilities

Engagement Administration
Coordinate the end-to-end administrative onboarding of client engagements, ensuring all required information is accurately established within the workflow system.
Create and maintain project records, including engagement setup, task creation, project status updates, and ongoing workflow maintenance.
Monitor active engagements to ensure project information remains accurate, complete, and current throughout the engagement lifecycle.
Provide management with timely visibility into engagement progress through accurate workflow data and project status monitoring.
Project Scheduling & Workflow Coordination
Develop and maintain project schedules, including target dates, milestones, and project timelines.
Monitor project progress against established schedules and coordinate schedule adjustments as priorities or deadlines change.
Monitor workflow queues to ensure engagements progress efficiently through each stage of the project lifecycle.
Coordinate with preparers, reviewers, managers, and other stakeholders to facilitate timely project movement and workload alignment.
Deadline & Compliance Monitoring
Maintain and monitor the filing deadline calendar, ensuring statutory and internal deadlines are accurately tracked.
Issue deadline reminders and proactively follow up on outstanding deliverables.
Escalate projects at risk of delay to the appropriate managers and stakeholders.
Monitor workflow performance, turnaround times, and aging projects to support effective workload planning and timely client delivery.
Project Monitoring & Reporting
Maintain project dashboards, workflow trackers, and initiative trackers to provide accurate visibility into project status.
Track project milestones, outstanding action items, and implementation progress across internal initiatives.
Prepare recurring project status reports and communicate progress updates to leadership and project stakeholders. Monitor project risks, scheduling conflicts, and workflow bottlenecks, escalating issues as appropriate.
Operational Support
Maintain the integrity and accuracy of operational tracking tools, project documentation, and workflow records.
Ensure project documentation is organized, securely maintained, and readily accessible in accordance with firm policies.
Support continuous improvement initiatives by maintaining operational trackers and monitoring implementation progress.
Provide administrative guidance and day-to-day support to interns and project support staff on workflow processes and operational procedures.

Qualifications

Bachelor's degree in Business Administration, Management, Accountancy, Project Management, or a related field.
At least 2–4 years of experience in project coordination, project administration, workflow management, or a similar operational support role.
Strong organizational, planning, and time management skills with exceptional attention to detail.
Excellent written and verbal communication skills with the ability to coordinate effectively across multiple teams and stakeholders.
Proficient in Google Workspace and Microsoft Office, particularly Excel/Google Sheets, with experience maintaining project trackers and reports.
Experience with workflow management, project scheduling, document management, or project management systems is highly preferred.
Familiarity with AI productivity tools (e.g., ChatGPT, Gemini, Copilot), Adobe Acrobat, and Canva is an advantage.
Ability to manage multiple engagements, priorities, deadlines, and administrative activities in a fast-paced environment.

Requirements

Reliable, high-speed internet connection and a secure, distraction-free home office environment.
Strong understanding of data privacy and confidentiality, with the ability to handle sensitive client information appropriately.
Willingness to work flexible hours to support global teams and project deadlines, when required.

Preferred Skills

Experience coordinating project schedules, monitoring project progress, and maintaining workflow trackers.
Knowledge of project lifecycle management, workflow administration, and operational processes.
Strong analytical and problem-solving skills with the ability to identify scheduling conflicts, workflow bottlenecks, and potential project risks.
Excellent follow-up skills with the ability to monitor outstanding tasks and ensure timely completion.
Strong interpersonal and stakeholder management skills with the ability to collaborate effectively across cross-functional teams.
Highly organized, proactive, and detail-oriented, with the ability to prioritize competing tasks while maintaining accuracy.
Commitment to continuous process improvement and operational excellence.

Project Coordinator