Project Professional - Tax Process Coordinator (Cincinnati)

Title: Project Professional – Tax Process Coordinator

Exempt or Non-Exempt: Non-Exempt

Work Area | Department: Cincinnati Office (Hybrid) ¦ Tax

Position Statement

The Project Professional – Tax Process Coordinator plays a critical role in the success of tax engagement teams by coordinating the collection, organization, and routing of client-provided data across multiple intake tools and platforms. This role works closely with engagement teams to manage intake workflows and ensure required information is received, organized, and delivered to the appropriate internal teams in accordance with established processes and timelines.

The role includes regular interaction with clients to facilitate document submission, respond to routine inquiries regarding intake status and deadlines, and proactively manage follow-up on outstanding client action items. While the position does not involve tax return preparation or providing tax advice, it plays a critical role in supporting efficient, timely, and well-coordinated tax engagements. This position focuses on two major initiatives established by the Firm: Client Focus and Profitability.

Tasks

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Coordinate the collection, organization, tracking, and routing of client-provided tax data across multiple intake tools and platforms, including client portals, organizers, questionnaires, spreadsheets, and document upload platforms

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Partner closely with engagement teams to support project initiation and manage intake workflows and ensure required information is received, organized, and delivered to appropriate internal teams in accordance with established processes and timelines

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Identify missing, incomplete, inconsistent, or unclear information and follow up or escalate as appropriate

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Assist with e-filing confirmations and related post-filing communications

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Coordinate document and data handoffs between U.S.-based and offshore teams, where applicable

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Assist with engagement setup activities and administrative workflow coordination

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Organize, label, and maintain client documents to ensure usability by engagement teams

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Perform other duties as assigned

Profitability

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Ability to manage multiple requests and deadlines simultaneously, especially during busy tax seasons.

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High attention to detail across documents, trackers, and data inputs, with the ability to consistently follow prescribed processes and procedures.

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Monitor intake status, tax return workflows, and key deadlines to support timely completion, filing, and client deliverables

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Maintain accurate and up-to-date client records in tax software, document management systems, and CRM or workflow platforms

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Assist with the testing, refinement, and implementation of intake tools, templates, and standard operating procedures

Practice Growth

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Support process improvement initiatives, including providing input on new ideas, technology, and tools, to increase efficiency, consistency, and clarity across tax intake and engagement workflows.

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Experience in project coordination, operations support, administrative services, or client service preferred.

Client Focus

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Utilizes appropriate procedures to completion to produce a high quality work product.

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Client-first mindset with strong interpersonal skills.

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Comfortable interacting with clients in a professional services environment.

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Ability to work independently and apply strong critical-thinking skills to identify, analyze, and resolve issues.

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Serve as a trusted point of contact for routine client and advisor inquiries related to tax return status, document requests, deadlines, and general tax process questions

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Support client data collection efforts, which may include periodic communication with clients or their advisors to: clarify document requests; assist with intake tools or submission processes; support intake-related communications between clients and internal teams; follow up on outstanding or incomplete information

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Maintain a high level of professionalism, discretion, and confidentiality in all client and advisor interactions

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Exercise sound judgment to escalate technical, complex, or time-sensitive matters to appropriate engagement team members

Brand Culture|Development

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Exemplifies Brand Attributes of the firm.

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Complies with all policies and procedures of the firm.

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Demonstrates the ability to work individually or in a team environment and address conflict with peers and superiors.

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Enhances firm collaboration through interactions with associates from other departments.

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Consistently seeks feedback from performance manager and focuses on enhancing and developing professional and technical skills.

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Calm, professional demeanor under deadline pressure.

Work Experience|Education

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2+ years of experience in a client service, administrative, or support role within a professional services environment

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Experience working in a public accounting firm or tax department, preferred

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Familiarity with individual, business, or trust tax processes and terminology, preferred

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Experience handling IRS or state tax notices (coordination only, not technical response), preferred

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Strong organizational and coordination skills

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Clear written and verbal communication skills

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Comfortable using business management software and collaboration tools such as SharePoint, Excel, MS Outlook & Teams, etc.

Organizational Relationships

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The Project Professional - Tax Process Coordinator will report directly to a Performance Manager who will provide any necessary guidance relative to administrative issues or work performance through the formal evaluation process.

Special Requirements

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Full-time role. Ability to work evenings and weekends based on time of year and client demands.

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Availability during standard U.S. business hours required.

GBQ participates in e-Verify.