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Baker Tilly Canada

Client Service & Intake Administrator

Iqaluit, NU, Canada

Job type: Full-time
Apply by: Oct 21, 2026
Posting language: English
Posted: Sep 21, 2026

Apply About employer

Applications open in a new tab.

Original job description

Position Summary

The Client Service & Intake Administrator is the first point of contact for personal tax clients and is responsible for receiving, organizing, documenting, and tracking client information from the time it is received through to preparation. This role is critical to ensuring complete intake packages, clear client communication, and proper file movement during peak tax season.

Purpose of the role

Provide reliable front-desk and intake coverage during tax season.
Ensure client files are complete, documented, and ready for preparation.
Maintain strong client service while protecting confidential taxpayer information.

Key Responsibilities

Client service and intake

Greet clients and respond to phone, email, and in-person inquiries in a professional manner.
Receive tax packages and verify that required intake documents are included, including questionnaires, engagement letters, direct deposit information where applicable, and authorisation forms.
Identify missing information at intake and document what is outstanding so that preparers and reviewers can easily understand the file status.
Ensure client preferences, contact information, and communication notes are clearly captured.

File setup and tracking

Create, organise, and maintain paper and electronic client files using the firm's current tax-season process.
Assign or update workflow status as files move through intake, work in process, waiting for client, review, invoicing, signing/payment, and completion.
Maintain intake logs, file tracking lists, and daily status updates as directed by the Tax Operations Coordinator.
Ensure files are placed in the correct physical or electronic queue and are easy for the next team member to locate.

Administrative and documentation support

Assist with scanning, saving, and naming documents in accordance with office standards.
Support return assembly, signing package preparation, payment/signature coordination, and final client pickup or delivery processes.
Assist with client follow-up requests for missing documents or clarification.
Maintain adequate supplies at the intake area and identify issues that may affect service levels.

Confidentiality and client care

Handle sensitive personal and financial information with discretion.
Escalate unusual, urgent, or client-service sensitive matters promptly.
Maintain a calm, organised, and helpful presence during peak periods.

Qualifications And Experience

Strong customer service and communication skills.
Excellent organisation and attention to detail.
Comfort using Microsoft Office and electronic filing systems.
Previous administrative, reception, bookkeeping, or tax office experience is an asset.
Ability to work onsite on a full-time basis.
Ability to work additional hours and accommodate flexible scheduling during peak periods.

Reporting and working relationships

Reports to the designated office lead. Works closely with preparers, reviewers, partners/managers, and administrative support staff.

Success measures

Complete and accurate intake packages.
Timely client follow-up and reduced intake-related delays.
Accurate workflow status updates.
Positive client service experience during peak season.

Please submit your resume and cover letter to [email protected].

We thank all applicants for their interest, but only those selected for an interview will be contacted.

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More about this job

Responsibilities

The Client Service & Intake Administrator serves as the primary point of contact for tax clients, managing the intake, organization, and tracking of tax documentation. This role ensures that client files are complete and accurately processed while maintaining high standards of service and confidentiality.

Requirements

Candidates should possess strong organizational and communication skills with proficiency in Microsoft Office and electronic filing systems. Previous experience in administrative, reception, bookkeeping, or tax office environments is considered an asset.

Skills

Customer service
Communication
Organization
Attention to detail
Microsoft Office
Electronic filing
Data entry
Administrative support
Reception
Bookkeeping
Tax office operations
Document management
Workflow tracking
Confidentiality

Visa sponsorship

Not detected in the job text

Keywords

Client Service
Intake Administrator
Tax Season
Tax Preparation
Document Management
Workflow Status
Confidentiality
Administrative Support
Reception
Bookkeeping
Microsoft Office
Electronic Filing
Data Tracking
Client Communication
Accounting

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