Tax Operations Associate

Job Description

Compensation $6/hour (USD) Schedule Full-Time: 40+ hours per week (9am - 6pm US CST) During tax season, additional hours and weekend availability will be required as needed to meet client and firm deadlines. Location: Remote - Philippines Role Overview If you enjoy creating efficient systems, keeping projects moving, and ensuring every tax engagement is delivered accurately and on time, our Tax Operations Associate role is for you. We want to be very transparent - we are the place people go to grow, not to relax. We work more, we work on harder returns, and we enjoy it. If you're not ready to work evenings and weekends during tax season, and to also focus on quality/learning throughout the year, you will hate it here. DiLucci CPA Firm has been serving business owners and real estate investors since 2005. For nearly two decades, we've built a reputation for doing tax differently—by going deeper than compliance, telling clients the truth, and using the tax code strategically to protect and grow their wealth. Our mission is simple: help clients keep more of what they earn while giving them clarity, confidence, and a long-term plan. We value enjoying what we do (what we call Fun Tax Energy), moving with speed, and operating independently with a focus on the outcome. As our Tax Operations Associate, you will support the day-to-day operations of the tax team by staying client focused on follow up regarding tax and accounting open items. You'll play a key role in creating operational excellence while allowing our tax professionals to focus on delivering exceptional client service. This is a fast-paced, detail-oriented role for someone who enjoys ownership, problem-solving, and making sure nothing falls through the cracks. Key Responsibilities Open Items Follow Up Review open-item requests prepared by the tax or accounting team. Confirm that requested documents or information are actually missing before contacting the client. Contact clients regarding outstanding documents, unanswered questions, signatures, approvals, and other required action items. Follow up consistently until each item is resolved. Track every request, response, follow-up date, and current status in the firm’s systems. Escalate unresponsive clients or time-sensitive issues before they affect deadlines. Avoid requesting documents or information that the client has already provided. Client Communication Serve as the primary point of contact for clients regarding outstanding items. Clearly explain what is needed, why it is needed, and when it is due. Send concise, professional, and easy-to-understand follow-up messages. Respond promptly to client questions related to document requests and next steps. Maintain a helpful but persistent approach when multiple follow-ups are required. Ensure clients always understand their remaining responsibilities. Document Review and Organization Review submitted documents to confirm that the requested item was received. Identify incomplete, unreadable, incorrect, or missing documents. Upload, categorize, and organize files in the appropriate client folder or system. Update open-item lists immediately when documents or responses are received. Confirm that resolved items are properly closed before work is returned to the tax or accounting team. Internal Coordination Communicate with tax preparers, reviewers, bookkeepers, and other team members regarding unresolved items. Ask internal team members for clarification when a request is unclear or appears duplicative. Provide clear status updates on clients with outstanding items. Notify the appropriate team member when all requested information has been received. Escalate technical tax or accounting questions rather than attempting to answer them independently. Deadline Management Monitor due dates associated with open requests. Prioritize follow-ups based on filing deadlines, internal deadlines, and engagement urgency. Follow up before outstanding items become urgent. Maintain accurate tracking so the team has visibility into delayed or unresponsive clients. Ensure no engagement is delayed without documented follow-up and escalation. Role Expectations Open-item requests are accurate and do not duplicate information already provided. Clients receive timely, clear, and professional follow-up. Outstanding items are followed through to completion rather than simply requested once. Client responses and documents are accurately tracked and organized. Unresponsive clients are escalated early. The tax and accounting teams can quickly see what is missing and what has been received. No engagement falls behind because an open item was forgotten or not followed up on. Requirements Bachelor's degree or equivalent experience in Accounting, Tax, Bookkeeping, Finance, or a related field Required: Previous experience supporting U.S. tax preparation or tax operations in a CPA firm or tax practice Strong understanding of the U.S. tax return preparation process for both individual and business tax engagements Familiarity with the following U.S. tax forms is strongly preferred: + Individual Tax Forms - Form 1040 – U.S. Individual Income Tax Return - Schedule A – Itemized Deductions - Schedule B – Interest and Ordinary Dividends - Schedule C – Profit or Loss from Business - Schedule D – Capital Gains and Losses - Schedule E – Supplemental Income and Loss - Form 4562 – Depreciation and Amortization - Form 4797 – Sales of Business Property - Form 8582 – Passive Activity Loss Limitations - Form 8829 – Business Use of Home - Form 8949 – Sales and Other Dispositions of Capital Assets - Form 8995 / Form 8995-A – Qualified Business Income (QBI) Deduction + Business Tax Forms - Form 1120 – U.S. Corporation Income Tax Return - Form 1120-S – U.S. Income Tax Return for an S Corporation - Form 1065 – U.S. Return of Partnership Income - Form 1041 – U.S. Income Tax Return for Estates and Trusts - Form 941 – Employer's Quarterly Federal Tax Return - Form 940 – Employer's Annual Federal Unemployment (FUTA) Tax Return - Forms W-2 and W-3 - Forms 1099-NEC, 1099-MISC, and 1099-INT - Form 1096 – Annual Summary and Transmittal of U.S. Information Returns Ability to identify missing tax documents and proactively follow up on open items with clients and internal team members until resolved Excellent written communication skills, with the ability to communicate professionally and clearly with clients Strong organizational, project management, and time management skills High attention to detail with a commitment to accuracy and quality Ability to manage multiple deadlines in a fast-paced, deadline-driven environment Comfortable using cloud-based tax software, document management systems, and project management tools Self-motivated, proactive, and able to work independently while collaborating effectively with a remote team Available to work full-time during U.S. business hours (9:00 AM CST – 6:00 PM CST) Please submit a cover letter with the title of the most recent long form video from Jasmine DiLucci's YouTube channel to show attention to detail. Our Core Vision & Values Non-Negotiable Values: 1) Fun Tax Energy (FTE) Bring Positive Energy – Approach your work with focus and enthusiasm knowing that your energy is contagious. Operational Excellence - Do great work because we care about being the best. We take pride in the details, raise the standard, and treat excellence as part of the job. 2) Speed Drives Results End of Day Mentality - Move with urgency. We do not let work sit when it can be finished, advanced, clarified, or unblocked today. Grow Through Action – Pursue learning, skill-building, and progress by doing. Ask questions to learn not just what to do, but why it matters. 3) Own the Outcome Resourceful Problem-Solving – We do not stop at the first obstacle. We ask better questions, find the right resources, and keep moving until the problem is solved. Fierce Independence – Follow through on what you say you will do and take responsibility for outcomes under your control. Communicate Early and Clearly – We share status, raise issues early, and make sure the next step is clear before confusion becomes a problem