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Clerical/tax compliance support
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Laminators Incorporated
Hatfield, PA (In Person)
$49,920 Salary, Full-Time
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Job Description
Job Overview We are seeking a detail-oriented Sales Tax Coordinator to support the day-to-day execution of our multi-state sales and use tax processes. This clerical and process-driven role is responsible for maintaining accurate transactional tax data, managing exemption certificates, and ensuring the integrity of sales tax information within our business systems. While overall tax strategy, tax return preparation, and audit defense are managed by external tax consultants, this position plays a critical role in supporting compliance by maintaining accurate records, documentation, and process controls. This position is ideal for an organized individual who excels at data accuracy, documentation management, and adherence to established procedures. Essential Duties and Responsibilities 1. Transactional Tax Support (ERP & Avalara) Review daily sales transactions to verify proper tax treatment (taxable versus exempt). Validate customer ship-to addresses, tax jurisdictions, and taxability information. Maintain and update sales tax-related data within the ERP system and Avalara. Identify and escalate tax calculation discrepancies or system issues to management. 2. Exemption Certificate Management (Primary Responsibility) Collect, review, and maintain customer exemption certificates. Verify certificate completeness, validity, and expiration dates. Maintain centralized, audit-ready exemption certificate records. Contact customers regarding missing, incomplete, or expired certificates using established procedures. Monitor certificate coverage and report deficiencies to management. 3. Sales Tax Data Reconciliation Support Assist in preparing sales tax reports and supporting schedules for external tax consultants. Support reconciliation of taxable sales activity to general ledger revenue. Research and identify discrepancies between ERP, Avalara, and tax reporting data. Maintain accurate supporting documentation and records. 4. Notice and Audit Administrative Support Receive, log, and track state and local tax notices. Coordinate documentation requests related to tax audits and consultant inquiries. Maintain organized files for audits, exemption certificates, tax notices, and supporting records. Ensure tax-related documentation is complete, accurate, and readily accessible. 5. Compliance Process Execution Maintain sales tax filing calendars and ensure required data is provided to external consultants in a timely manner. Track filing confirmations, payment confirmations, and compliance documentation. Maintain copies of filed returns and supporting records. Assist with use tax tracking and reporting for untaxed purchases as assigned. 6. Cross-Functional Coordination Work closely with Accounts Receivable to resolve customer tax-related issues. Communicate with Customer Service regarding exemption certificates and taxability questions. Assist with internal education regarding exemption certificate requirements and documentation procedures. Escalate complex issues to the Director of Finance or external tax consultants as appropriate.