Tax Filing Administrator (USA)

Introduction

The Tax Filing Administrator is responsible for preparing, coordinating, submitting and tracking assigned client tax filings and related tax administration activities. The position supports the Client Tax Success Team by ensuring that tax filing information is complete, supporting tax documents are available, tax submissions are processed accurately and tax filing deadlines are monitored closely.

The incumbent will review client tax records, validate tax filing data, complete approved tax forms, update tax authority portals, monitor tax filing statuses and maintain accurate tax submission records. Additional responsibilities include coordinating authorised tax payments, processing tax account amendments, reviewing tax correspondence and escalating tax notices or filing discrepancies.

Intermediate to advanced Microsoft Excel proficiency is essential. The Tax Filing Administrator will use Excel to maintain tax filing calendars, reconcile tax data, monitor filing volumes, identify exceptions and produce accurate tax filing reports.

The role is administrative and operational. It does not include providing independent tax advice, determining tax liability or interpreting complex tax legislation without appropriate authorisation.

Duties & Responsibilities

Reporting Relationships

The Tax Filing Administrator reports directly to the Afrishore Supervisor, who provides operational oversight, performance management, attendance monitoring and administrative support.

The role also has a functional reporting relationship with the Client Tax Success Team, which provides tax filing instructions, client-specific guidance, filing priorities, tax escalation requirements and operational direction.

The incumbent must coordinate effectively with Afrishore management and client tax stakeholders to ensure that tax filings are completed accurately, submitted on time and supported by a complete administrative audit trail.

Key Responsibilities

1 Tax Filing Preparation and Coordination

• Receive, review and prioritise assigned tax filing requests and tax administration tickets.

• Identify the applicable tax filing period, tax jurisdiction, tax authority and submission deadline for each assigned task.

• Confirm the correct client entity, registered business details, tax account number and tax reference before preparing a filing.

• Review tax filing instructions and confirm that all required information is available.

• Collect and organise client records, tax forms, transaction schedules and supporting tax documents.

• Check that information required for the tax filing is complete, current and consistent across approved systems.

• Identify missing records, conflicting information and outstanding approvals before submission.

• Coordinate with the Client Tax Success Team to resolve incomplete tax filing information.

• Maintain visibility of tax filings that are ready for submission, awaiting review or blocked by missing information.

• Prepare assigned tax filings strictly in accordance with approved client procedures and documented instructions.

2 Tax Form Completion and Tax Submission

• Complete approved tax forms and tax filing templates using validated client information.

• Confirm that mandatory tax form fields, reporting periods and client identifiers are accurate.

• Cross-check tax filing information against supporting documents, tax portal records and internal systems.

• Ensure that the correct tax form version and submission channel are used.

• Confirm that required signatures, approvals and tax authorisations have been obtained.

• Submit approved tax forms through authorised online tax portals or other permitted tax office channels.

• Record the tax submission date, confirmation number, filing period and relevant tax reference.

• Save submission acknowledgements and supporting tax documents in the approved location.

• Monitor tax submissions for acceptance, rejection, pending review or additional information requests.

• Escalate rejected tax filings, submission errors and technical tax questions promptly.

• Support the correction and resubmission of tax filings when instructed and authorised.

• Maintain a complete and accurate audit trail for every assigned tax filing.

3 Tax Filing Calendar and Deadline Management

• Maintain an accurate tax filing calendar covering assigned clients, tax periods and tax jurisdictions.

• Monitor upcoming tax filing deadlines and prioritise work according to urgency and risk.

• Track the status of monthly, quarterly, annual or other assigned tax filing cycles.

• Identify tax filings that may miss the submission deadline because of missing information or pending approval.

• Escalate potential late filings to the Client Tax Success Team and Afrishore Supervisor.

• Follow up on outstanding documents, approvals and tax data required to complete assigned filings.

• Update filing trackers promptly when deadlines, priorities or submission requirements change.

• Distinguish between completed filings, pending filings, rejected filings and overdue tax tasks.

• Provide clear updates on filing volumes, approaching deadlines and unresolved filing exceptions.

• Support on-time tax submission and effective management of the client tax filing pipeline.

4 Tax Data Validation and Reconciliation

• Review tax filing data for accuracy, completeness and consistency before submission.

• Reconcile client tax information against transaction records, internal workbooks and approved source systems.

• Compare tax portal information with HubSpot, Retool and Microsoft Excel tax trackers.

• Verify tax account references, client names, registered addresses and applicable filing periods.

• Identify duplicate entries, inconsistent figures, incomplete records and possible data-capture errors.

• Investigate administrative discrepancies using available documentation and approved procedures.

• Escalate tax calculations, technical tax treatment or other specialist matters to authorised client stakeholders.

• Record all identified exceptions and the actions taken to resolve them.

• Maintain accurate reconciliations that support reliable tax filing and administrative reporting.

5 Tax Authority Portal Management

• Access authorised tax portals to review client tax accounts and tax filing activity.

• Confirm that the correct client tax account and tax jurisdiction have been selected.

• Review tax filing statuses, tax notices, account changes and outstanding tax actions.

• Identify rejected tax submissions, incomplete filings or tax authority requests for additional information.

• Record portal review dates, relevant account changes and required follow-up actions.

• Escalate significant tax notices or unexpected tax account changes to the Client Tax Success Team.

• Follow approved security and access-control requirements when using tax authority systems.

• Report tax portal access problems, technical errors and account restrictions promptly.

• Avoid changing client tax information or submitting tax data without appropriate authority.

• Maintain accurate records of all portal actions completed.

6 Tax Account Amendments and Administrative Changes

• Prepare and submit authorised client name changes to relevant tax offices.

• Prepare and submit authorised registered address changes to tax authorities.

• Confirm that tax account amendments contain accurate information and required supporting documents.

• Verify that the appropriate client approval has been received before making tax account changes.

• Track tax amendment requests and record tax office confirmation details.

• Update tax filing records, client systems and Excel trackers once amendments are completed.

• Notify the Client Tax Success Team when tax changes are accepted, rejected or delayed.

• Escalate discrepancies between client records and tax authority information.

• Support other approved tax account maintenance activities required for