WHO ARE WE LOOKING FOR?

CAPTRUST is seeking a Tax Operations Associate who will provide general support and high-level administrative support to the tax department, including executives, advisors, and tax staff, with a variety of activities and related tasks. This dynamic role requires the ability to think critically, anticipate needs, and offer solutions to problems with a high level of professionalism and confidentiality. A meticulous attention to detail, ability to prioritize efficiently, and strong organizational skills while multitasking are also a must. The ideal candidate is exceptionally polished, professional, and driven.
Responsibilities:

Administrative duties include:

• Provide general office support including managing incoming and outgoing communications, copying, faxing, scanning, and filing, as well as handling office and client related errands
• Draft, edit, proof, and process correspondence/reports/presentations, including drafting independently from notes or verbal instructions
• Answer telephone, route calls, and take and distribute messages appropriately
• Communicate effectively with internal team members, positively and professionally
• Assist in scheduling, calendaring, and confirming tasks, activities, and appointments with clients and internal team members
• Manage contact lists and calendars, including complex scheduling of meetings and appointments for executives and office
• Arrange detailed travel plans and itineraries for executive business travel
• Prepare, manage, and submit expense reports in Concur
• Assist with planning and preparation of client and employee meetings and events, including after-hours events
• Prepare and maintain conference rooms for meetings, including set-up, breakdown and IT needs
• Bind tax returns, quarterly reports, and presentation booklets using various binding methods
• Greet clients and visitors with courtesy and excellent hospitality
• Retrieve and sign for packages, receive and correspond via email following firm’s compliance policies
• Maintain orderly and clean lobby, front desk, conference rooms, and breakroom
• Order office and breakroom supplies ensuring smooth operation of office
• Provide support to executives, advisors, and tax team on request

Tax specific duties include:

• Prepare, process, and distribute tax and consulting agreement letters to clients via fax, hard copy, email, or DocuSign, including filing executed documents and managing tracking log
• Complete administrative processes for distribution and filing of client correspondence and documents
• Prepare and process responses for IRS and state tax authority notices, including delivery via fax or hard copy, saving responses and notifications to client files in data management system, and distributing to client
• Organize, scan, and bookmark tax documents in PDF format and save to client files
• Process and complete electronic tax payments for clients, including managing tracking and payment confirmations, preparing and distributing authorizations, and filing related documents in client files
• Processing and delivery of tax returns, including managing filing authorizations
• Filing of tax returns and tax extensions via e-file or hard copy, including savings confirmations to client files
• Manage client data in file management system, including creating updating and project workflows, and preparing reports
• Communicate effectively with tax team members on status of all client and tax assignments
• Perform other duties and special projects as assigned

Qualifications:

Minimum Qualifications:

• Minimum of 2 years of relevant experience and/or training, or equivalent combination of education and experience; Associates Degree preferred
• Excellent phone etiquette, verbal, and written communication skills
• Proficient in Adobe Acrobat and MS Office (Word, Excel, Outlook, Power Point)

Desired Qualifications/Skills:

• Impeccable ability to maintain confidentiality and integrity
• Serve clients with the highest professionalism, and maintain a strong commitment to provide quality service
• Ability to handle a high volume of tasks with attention to detail and a high degree of accuracy
• Prompt and effective follow-up; deadline focused
• Self-motivated with ability to work both independently, and under direction, to create a positive experience for clients, team members, strategic partners, and vendors
• Comfortable with being a “team player” and doing whatever is needed, big or small

Administrative duties include:

• Provide general office support including managing incoming and outgoing communications, copying, faxing, scanning, and filing, as well as handling office and client related errands
• Draft, edit, proof, and process correspondence/reports/presentations, including drafting independently from notes or verbal instructions
• Answer telephone, route calls, and take and distribute messages appropriately
• Communicate effectively with internal team members, positively and professionally
• Assist in scheduling, calendaring, and confirming tasks, activities, and appointments with clients and internal team members
• Manage contact lists and calendars, including complex scheduling of meetings and appointments for executives and office
• Arrange detailed travel plans and itineraries for executive business travel
• Prepare, manage, and submit expense reports in Concur
• Assist with planning and preparation of client and employee meetings and events, including after-hours events
• Prepare and maintain conference rooms for meetings, including set-up, breakdown and IT needs
• Bind tax returns, quarterly reports, and presentation booklets using various binding methods
• Greet clients and visitors with courtesy and excellent hospitality
• Retrieve and sign for packages, receive and correspond via email following firm’s compliance policies
• Maintain orderly and clean lobby, front desk, conference rooms, and breakroom
• Order office and breakroom supplies ensuring smooth operation of office
• Provide support to executives, advisors, and tax team on reques

Tax specific duties include:

• Prepare, process, and distribute tax and consulting agreement letters to clients via fax, hard copy, email, or DocuSign, including filing executed documents and managing tracking log
• Complete administrative processes for distribution and filing of client correspondence and documents
• Prepare and process responses for IRS and state tax authority notices, including delivery via fax or hard copy, saving responses and notifications to client files in data management system, and distributing to client
• Organize, scan, and bookmark tax documents in PDF format and save to client files
• Process and complete electronic tax payments for clients, including managing tracking and payment confirmations, preparing and distributing authorizations, and filing related documents in client files
• Processing and delivery of tax returns, including managing filing authorizations
• Filing of tax returns and tax extensions via e-file or hard copy, including savings confirmations to client files
• Manage client data in file management system, including creating updating and project workflows, and preparing reports
• Communicate effectively with tax team members on status of all client and tax assignments
• Perform other duties and special projects as assigne