Tax Assistant

We are looking for an Tax Assistant to join a hybrid team in Wilmington, Delaware, supporting a busy tax operations function within a trust services environment. This contract position with potential for permanency is ideal for someone who is highly organized, comfortable managing time-sensitive administrative processes, and able to maintain precise records across multiple systems. The role centers on coordinating tax-related documentation, payments, and filings while partnering closely with internal teams to keep client information accurate and up to date.

Responsibilities:

• Enter and track tax notices in designated systems, update client files, and coordinate approved payments with internal trust administration partners.

• Manage the receipt and handling of approved tax refund checks, including arranging deposits and maintaining accurate supporting records.

• Retrieve annual tax source documents such as 1099s and K-1s, then save them to official client documentation repositories.

• Support the preparation and processing of tax returns, extensions, and estimated payments by creating tasks, communicating deadlines, and arranging submission by mail or electronic methods.

• Review filing activity to confirm e-file submissions have been accepted and follow up on any outstanding confirmations or exceptions.

• Prepare outbound tax-related correspondence, including grantor 1099 letters, and update records to reflect client changes or new tax information.

• Assist with FBAR preparation and maintain detailed tracking for domestic and foreign filing requirements, open items, and compliance deadlines.

• Add new clients to relevant applications after summary meetings and produce reports related to billing, filing status, and departmental tracking needs.

• Provide backup support for broader operations administration, including mailing payments or correspondence to tax authorities and assisting with special projects as assigned.

• High school diploma required; an associate or bachelor’s degree is preferred.
• At least 3 years of relevant experience in tax operations, administrative processing, or a similar support role.
• Advanced proficiency in Microsoft Excel and working knowledge of other Microsoft Office applications.
• Familiarity with tax software is preferred, along with prior experience in a tax department or public accounting environment.
• Strong attention to detail with the ability to manage sensitive information accurately and confidentially.
• Effective written and verbal communication skills, along with the ability to build productive working relationships across teams.
• Excellent organizational skills and the ability to stay focused while handling multiple deadlines and changing priorities.
• Comfortable learning new systems quickly and capable of documenting or improving internal procedures when needed.