Project Coordinator

RubinBrown is one of the nation’s leading accounting and professional consulting firms with a commitment to building personal relationships and delivering totally satisfied clients. The RubinBrown name and reputation are synonymous with experience, integrity and value. RubinBrown has revenue of approximately $240 million with 1000+ team members across locations in Chicago, Denver, Kansas City, Las Vegas, Nashville, and St. Louis.

RubinBrown is seeking a Project Coordinator to support our Tax Practice. This role is responsible for coordinating workflow, supporting client engagements, and serving as a key connection point between internal teams, clients, and external providers.

The Project Coordinator plays an important role in keeping engagements organized, on track, and moving efficiently from data collection through completion. This position combines project coordination, administrative support, and client service, with the flexibility to adapt to evolving team and firm needs.

Project Coordinator Responsibilities

• Track and monitor the status of tax engagements and key deliverables
• Maintain tracking tools for returns, estimates, and other client work
• Help prioritize and coordinate work across multiple engagements and teams
• Maintain deadline tracking and follow-up systems to support timely completion
• Gather and organize tax documents from clients and third-party providers
• Ensure documents are complete, accurate, and properly routed to internal systems
• Follow up on missing information and support timely resolution
• Serve as a liaison between client service teams, clients, and external partners
• Communicate engagement status, open items, and priorities to stakeholders
• Support client correspondence related to document collection and engagement progress
• Assist with day-to-day administrative aspects of tax engagements
• Support e-filing processes and help resolve filing issues
• Assist in preparing deliverables, meeting materials, and engagement documentation
• Help coordinate work across teams, including during peak periods
• Assist with billing, invoicing, and maintaining client records
• Manage shared inboxes and route incoming requests appropriately
• Maintain internal tracking tools and systems

Project Coordinator Qualifications

• Associate's or Bachelor’s Degree preferred.
• Experience in public accounting, tax, or professional services preferred
• Strong organizational skills and ability to manage multiple priorities
• High attention to detail and accuracy
• Proficiency in Microsoft Office, including Excel and Word
• Strong communication and interpersonal skills
• Ability to learn new systems and adapt in a fast-paced environment
• Client-service mindset with a proactive approach

Project Coordinator Desired Skills

• Excellent written and verbal communication.
• Strong organizational skills and attention to details.
• Exceptional organizational and time management skills.
• Ability to manage competing priorities, especially during busy seasons.
• Strong interpersonal and client communication skills.
• Proficiency in scheduling software and Microsoft Office Suite (Outlook, Excel, Word).
• Ability to work independently and collaboratively in a team-oriented environment.

Working Conditions

• Typical office hours of 8:00am – 5:00pm.
• Must be available for on-call coverage during evenings, weekends, and holidays as requested.
• Ability to work extra hours, different hours, or staggered hours as determined by the workload and expectations especially between February and April each year.
• Some travel will be required to assist in other locations
• Ability to sit for long periods of time.
• Ability to move throughout office.
• Ability to lift, carry, push, and pull up to 50 pounds.
• Ability to communicate with clients, team members, etc.

One Firm To foster a highly respected, inclusive culture that helps foster and promote an environment that is diverse and equitable for all team members and the firm to achieve growth and deepened expertise. RubinBrown is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please contact your recruiter.

EEO Employer W/M/Vet/Disabled