Tax Real Estate Coordinator

About the Role

As a Tax Real Estate Coordinator at Armanino, you will provide proactive executive and administrative support to the Real Estate Tax leadership team, initially prioritizing the lead partner and supporting other leaders as business needs evolve. You will learn the practice’s clients, priorities, deadlines, workflows, and leadership working styles to anticipate needs, manage commitments, and ensure work progresses. This role also coordinates client service and tax-administration activities across partners, managers, staff, clients, and internal teams. Success requires exceptional organization, ownership, sound judgment, professional confidence, technological curiosity, and a willingness to grow into broader responsibility through training and experience.

Key Responsibilities

• Provide proactive executive and administrative support to the lead partner and additional Real Estate Tax leaders.
• Own and prioritize complex calendars, commitments, deadlines, and follow-ups; identify conflicts, protect focus time, and ensure agreed actions are completed.
• Manage upward with tact and confidence by prompting partners for decisions, flagging competing priorities, challenging unrealistic timelines appropriately, and holding leaders accountable for commitments.
• Prepare leaders for meetings by coordinating agendas and materials, capturing next steps, and tracking completion.
• Coordinate business travel, expense reports, occasional personal scheduling affecting professional commitments, and authorized team-related purchases.
• Build trusted relationships with partners, managers, staff, clients, and internal teams to anticipate needs and move work forward.
• Learn Real Estate Tax clients, recurring deadlines, engagement workflows, and service expectations; escalate technical tax matters to qualified professionals.
• Serve as a proactive client-facing contact for tax administration, including timely responses, information requests, deadline reminders, meeting recaps, and follow-through on outstanding items.
• Coordinate new-client onboarding, engagement letters, e-file authorizations, secure delivery of returns and filing packages, and confirmation of required signatures and client receipt.
• Maintain accurate, organized client records and correspondence, including CaseWare binders, tax notices, financial documentation, and approved secure-file-sharing systems.
• Coordinate invoice inquiries, billing follow-ups, payment status, and approved tax-payment communications; follow documented authorization, verification, security, and escalation procedures.
• Assist clients with approved online tax-payment portals and coordinate with authorized banking or financial contacts.
• Prepare routine correspondence and reports, update client databases, and draft nontechnical letters with careful attention to accuracy, spelling, grammar, and confidentiality.
• Use Microsoft 365, approved AI tools, automation, and other technology to organize information, summarize follow-ups, streamline routine work, and recommend practical process improvements.
• Take increasing ownership of schedules, workflows, and outcomes as training progresses, adapting support as the practice and role grow.

Requirements & Tech Stack

• Proficiency with Microsoft 365 and digital productivity tools.
• Adaptability and interest to use approved AI and automation tools responsibly.
• Experience with CaseWare, SafeSend, secure document-sharing platforms, client onboarding systems, or similar professional-services technology (preferred).

Qualifications

• Associate’s degree or equivalent relevant experience.
• Exceptional organization, attention to detail, persistence, ownership, and the ability to create reliable systems across competing priorities.
• Strong verbal and written communication, sound judgment, discretion, and the confidence or demonstrated potential to manage upward with senior leaders.
• Ability to work independently and collaboratively in a fast-paced client-service environment, learn business processes quickly, and follow matters through completion.
• Preferred: Experience in executive support, client service, professional services, project coordination, accounting, or financial services.
• Preferred: Familiarity with tax administration, recurring filing and payment deadlines, or Real Estate Tax workflows.
• Preferred: A motivated, high-potential profile with strong initiative, curiosity, learning agility, and readiness to grow into broader responsibility.