Senior Tax Services Coordinator -

Heirloom Tax Solutions Reports To:

Tax Director Department:

Tax Services Location:

Greenwood Village, Colorado Compensation:

$60,000-$85,000 (depending on experience) Position Summary Heirloom Tax Solutions is seeking a highly organized, client-focused Tax Services Coordinator to support our growing tax services practice and team of CPAs. The Tax Services Coordinator is responsible for managing the administrative and operational lifecycle of client tax engagements—from initial onboarding and engagement through document collection, workflow coordination, tax return processing, delivery, and completion. This position serves as the primary administrative point of contact between clients and the tax team, ensuring that engagements move efficiently through the tax preparation process, required information is received timely, client records are complete and organized, and clients receive responsive, professional service. The Tax Services Coordinator does not have primary responsibility for preparing or reviewing tax returns. Rather, this individual enables our CPAs to focus on tax preparation, review, planning, and advisory work by owning the client service, documentation, processing, and workflow surrounding each engagement. Key Responsibilities Client Intake & Engagement Management

• Coordinate onboarding of new tax clients and establishment of client records.
• Prepare and distribute engagement letters and related onboarding materials.
• Track execution of engagement documents and other required client authorizations.
• Maintain accurate client information within tax, CRM, document management, and workflow systems.
• Coordinate annual tax organizers and client information requests. Document Collection & Organization
• Serve as the primary administrative contact for clients throughout the tax preparation process.
• Request and follow up on outstanding tax documents and information.
• Assist clients with secure document portal access and submissions.
• Review incoming documentation for completeness and organize materials for CPA preparation and review.
• Maintain orderly electronic client files and ensure documents are appropriately named, categorized, and retained. Tax Workflow Coordination
• Manage the administrative workflow for individual, business, trust, and other tax engagements.
• Track each engagement from intake through preparation, review, signature, filing, and completion.
• Maintain visibility into deadlines, outstanding client items, CPA assignments, extensions, and engagement status.
• Proactively identify stalled engagements and follow up with clients or internal team members.
• Coordinate workload and priorities with the Tax Director and CPAs during filing deadlines and other high-volume periods. Tax Return Processing
• Support final processing of federal and state tax returns after CPA preparation and review.
• Coordinate electronic signature documents, e-file authorizations, payment instructions, and client deliverables.
• Monitor outstanding signatures and other requirements necessary for timely filing.
• Confirm acceptance of all tax return filings and maintain appropriate documentation within client records.
• Assemble Federal and state paper filings copies as needed per Federal and state requirements
• Assist with extension processing and tracking. Client Service
• Provide clients with timely updates regarding engagement status, outstanding documents, deadlines, and next steps.
• Respond to routine administrative and tax-process questions and appropriately route technical tax questions to a CPA.
• Coordinate client meetings and follow-up activities as needed.
• Deliver a high level of responsiveness and professionalism consistent with Heirloom's client-service standards. Practice Administration
• Maintain accurate workflow dashboards and client status reporting.
• Support billing, invoicing, and engagement completion processes.
• Assist with tax notices, correspondence tracking, and other administrative matters.
• Identify opportunities to improve tax-practice workflows, technology, documentation, and client experience.
• Provide additional administrative and operational support to the Tax Director and tax team as needed. Qualifications 2+ years of administrative, client service, tax operations, accounting, financial services, or professional-services experience preferred.
• Prior experience in a CPA firm, tax practice, accounting firm, wealth management firm, or other deadline-driven professional-services environment strongly preferred.
• Exceptional organizational skills and attention to detail.
• Demonstrated ability to manage numerous client engagements and competing deadlines simultaneously.
• Strong written and verbal communication skills.
• Comfortable proactively communicating with clients regarding missing information, deadlines, and next steps.
• Strong technology skills and ability to learn tax, workflow, CRM, and document-management systems.
• Experience with tax preparation software, client portals, workflow systems, CRM systems, or document-management platforms is a plus.
• Ability to maintain confidentiality and exercise sound judgment with sensitive client and financial information.

What Success Looks Like Success in this position means our CPAs spend their time preparing, reviewing, and advising—not chasing documents, tracking signatures, organizing client files, or determining where an engagement sits in the process. The Tax Services Coordinator creates an organized, responsive, and consistent client experience while ensuring that every tax engagement progresses efficiently from onboarding through filing and completion.

Pay:

$60,000.00 - $85,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Parental leave Retirement plan Vision insurance

Work Location:

In person