Tax Operations Coordinator

Headquartered in beautiful Carpinteria, California, PlanMember is a growing financial services firm serving hundreds of thousands of clients nationwide. For more than three decades, PlanMember has provided premiere retirement and investment services to individual investors as well as employees of education, nonprofits, governmental and private sector organizations. PlanMember has been a top-ranked fee-based broker dealer since 2004 and top ten ranked for new retirement plans added and K-12 retirement plans.

With a mission of making a positive difference for our Partners, Members and Employees, PlanMember provides generous benefits and a personalized company culture that champions career growth and is looking for highly motivated individuals to join its growing team.

Location Information:  On-Site at our Carpinteria, CA Headquarters

Salary Range: 

Starting salary is between $75,000 and $85,000 annually, however, it is ultimately determined by the scope of the position, the candidate's relevant experience, credentials/certifications and internal equity. We offer a generous compensation package that includes an attractive benefits package with medical, dental and vision, 401k company match, discretionary profit sharing, PTO, valet parking and more.

The Tax Operations Coordinator is responsible for production, delivery and compliance of client annual tax reporting to the IRS , This position is tasked with ensuring that the organization meets our IRS reporting requirements while minimizing organizational risks. The ideal candidate has a deep understanding of broker dealer transactions, IRS reporting requirements and tax rules, and knowledge of all aspects of 1099 and 5498 document creation. The individual should possess clear and concise communication skills; effective time management; ability to work across multiple departments; have project management experience and/or understand the concepts and process of managing a project and be resilient and adaptable to change while providing creative solutions to complex problems.

This position is considered an essential role day 1, meaning employees in this role must be able to perform their responsibilities remotely as deemed applicable and necessary by your manager and the Company without a lapse of time should a business continuity situation arise e.g., COVID-19 Pandemic.

As a the Tax Operations Coordinator, you will be responsible for: managing relationships with existing vendors; identifying new requirements for tax reporting; updating PlanMember policies and procedures to effectively address IRS rules and regulations; working with the internal technology department on updates; researching of back office transactions for discrepancies; managing a tax project team; working with operations departments to identify trends and solutions in reporting gaps; executing and coordinating quarterly reconciliation of vendors 1220 report; and verifying back office systems reflect accurate Cost Basis information.

• Transactional Processing:
  • Review transactions to ensure they are in compliance with established IRS guidelines of information reporting on forms series 1099 and 5498.
  • Conduct timely and relevant escalation of issues to departments for reporting corrections.
  • Provide training to departments based on correction analysis.
  • Update quarterly & annual online postings and client mailings.
  • Identify, propose and implement policy & process changes to ensure process efficiency and mitigate company risk.

• Reporting, Documentation and Record Keeping:
  • Create, analyze and identify trends and report to senior team members.
  • Maintain, organize and document compliance with IRS & company policies and regulations.
  • Generate management reports for management review.
  • Work with vendors to generate series 1099 and 5498 forms.

• Client Service & Support:
  • Respond to internal and external customer tax inquiries and requests.
  • Ensure quality client service by addressing inquiries promptly and professionally, escalating complex issues to senior team members when necessary.

• Department and Regulatory Compliance:
  • Ensure compliance with relevant IRS regulations regarding series 1099 and 5498 tax forms; company and department policies.
  • Ensure SOPs are relevant and updated.
  • Respond to audits and regulatory reviews.

• Process Improvement & Risk Management:
  • Propose & implement process improvements to enhance efficiency
  • Organize and execute team discussions to implement best practices.
  • Identify and report potential risks in departments financial transactions and operations.
  • Propose & implement process improvements.

• Team Collaboration, Training and Leadership:
  • Identify team development opportunities and implement with senior team members.
  • Collaborate effectively with internal and external colleagues to achieve departmental and organizational goals.
  • Assist in the training and onboarding of tax team members.

• Projects:
  • Initiate & complete tax projects and initiatives.
  • Develop a library of tax communications
  • Design and implement an advisor and client facing online tax guide

• Manage & conduct review of transactions through SIMPLE Tax system.

• Identify & implement regulatory changes in 1099 & 5498 reporting requirements.

• Complete form corrections.

• Create, resolve and track Research requests

• Identify trends for improvements.

• Update Standard Operating Procedures.

• Conduct training for tax team members.

• Produce Management reporting.

• Conduct TIN/Name matching and mailings.

• Complete B Notices.

• Respond to IRS and State Tax Board notices.

• Facilitate tax improvement projects & implementation.

• Call PlanMember representatives regarding escalated tax questions.

• Initiate and complete multi-tiered ad-hoc, and periodic projects, postings & mailings.

Service Principles – BeEPIIC Framework

• Belonging – Foster a unified front, bridging diverse talents and perspectives towards our shared goals. Our unity reflects our commitment to collaborate, respect, and support each other in pursuit of collective success.

• Empowerment – Fostering a supportive environment where employees are encouraged to take ownership, make decisions, and drive positive change for the company and its customers.

• Pride – Cherish our work, team, and organization. Our pursuit of excellence and respect for our mission, colleagues, customers, and community fuels our collective success and sense of pride.

• Integrity – Trust, Credibility, Dependability. Our members and partners trusted us with their financial wellbeing, something we’ll continually earn through integrity in everything we do.

• Innovation – Embracing change and seeking out creative forward-thinking approaches to better serve our customers and stay ahead of the competition.

• Customer Centricity – Putting the customer at the heart of each decision and striving to exceed their expectations at every touchpoint.

Essential Job Function:  This position is deemed an “Essential Staff” position for the purpose of our Business Continuity Plan "BCP". This distinction means you are expected to be fully prepared to perform essential functions of your job remotely as deemed applicable and necessary by your manager and the Company upon declaration of a BCP event.

• Critical Competencies:
  • Ability to delegate to ensure company objectives are achieved and standards are met.
  • Clear and professional communication that conveys expectations and reasoning to ensure timely completion of the objective.
  • Identify, prioritize and execute necessary actions to achieve an objective or an idea within the provided deadlines.
  • Ability to use judgement on complex issues and document reasoning.
  • Knowledge of IRS tax reporting regulations as it pertains to 1099 & 5498 reporting.

• Important Competencies:
  • Adhere to all pertinent rules, regulations, policies, best practices, and ensure behavior in the organization meets the company’s standards of conduct.
  • Communicates information required by others in a concise, direct, and unambiguous way.
  • Empathetic communication that strives to ensure that the receiver clearly understands the specifics and function of the message.
  • Produce thorough, well-organized documentation that meets government, industry, or organizational standards.

• Supporting Competencies:
  • Open and objective approach to conflict management with the intention of resolving issues in an unemotional and constructive manner.
  • Resilient under pressure and adversity while remain optimistic and persistent and maintain focus on objectives.
  • Flexible workstyle that can react to competing demands and shifting priorities.
  • Skilled in the use of multiple PC applications.
  • Knowledgeable in statistical measures and tools.

• Four or more years desired industry experience specific to 1099 & 5498 tax reporting for a Broker/Dealer or other financial institutions.

• Bachelor's degree preferred

• Available for overtime

• Series 6 and 26 preferred

Not Applicable

Series 6 and 26 preferred or willing to obtain.

Position Information:  This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with it. PlanMember reserves the right to modify duties or job descriptions at any time.

PlanMember Financial Corporation is an Equal Opportunity Employer. PlanMember does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.