Administrative & Tech-Workflow Specialist - Remote/In Office, Phoenix

Job Description Job Description We are a specialized Tax Consulting firm focused on high-level strategy rather than tax compliance.
Because we are a consulting-first practice, we offer a more consistent year-round schedule with limited overtime and work-life balance compared to traditional tax-prep firms.
We are looking for a Administrative Specialist who works as "workflow architect" that is a tech-forward professional to manage our digital ecosystem and provide direct technical support to our Senior Principal, moving away from traditional paper-based processes.
Key Requirements
· 5+ years Professional Experience: Must have a background in professional services (CPA or Legal).
· Software Mastery: Advanced proficiency in Microsoft 365 (specifically Excel and Teams) and PDF manipulation (Adobe Acrobat or Bluebeam).
· "Reverse Mentor" Capabilities: Experience assisting senior executive with modern hardware, specifically mastering iPad and Laptop cross-platform applications.
· ProSystem fx/CCH Ecosystem: Proficiency in the CCH suite for document management and consulting workflows.
· Consulting Mindset: Ability to manage long-term consulting projects rather than tax returns.
· Workflow Management: Experience with practice management software (e.g., Practice CS, Workflow, CCH Axcess).
· Digital Security: Understanding of secure document handling, encrypted portals, and SOC-2 compliance basics.
· Accounting Literacy: Basic knowledge of QuickBooks or Xero to assist with data exports and client reporting.
· Communication: Exception written and verbal skills; ability to explain technical portal instructions to non-technical clients.
· Workflow Logic: Experience managing statuses in practice management software to ensure no deadline is missed.
· Technical Literacy: Advanced PDF optimization, secure portal management, and Microsoft 365 expertise.
· Strict Confidentiality: Maintain absolute discretion regarding high-net-worth client data and sensitive consulting strategies.
· Cyber Hygiene: Manage secure file transfers via encrypted portals (e.g. CCH Axcess Portal) and avoid unencrypted email attachments.
· Compliance Knowledge: Familiarity with IRS Publication **** (Safeguarding Taxpayer Data) and best practices for protecting Personally Identifiable Information (PII) in a hybrid environment.
· Client Onboarding: Manage digital engagement letters and secure portal setup for new clients.
· Maintain the firm's digital filing system with meticulous attention to detail.
Core Responsibilities
· Principal Support: Act as the "Tech Liaison" for the Senior Principal; ensuring seamless synchronization between iPad, Laptop, and firm servers.
· Digital Workflow Design: Optimize our ProSystem/CCH applications to ensure consulting deliverables move through the firm efficiently.
· Coordination: Manage firm operations using cloud-based tools to maintain a high level of organization.
· Application Management: Troubleshoot and manage software updates and mobile app integrations for the Principal's hardware suite.
· Coordinate with Technical Advisory Service Firm.