Document Specialist

Location: On-site in Cupertino or Soquel, California, United States

Salary: $28–$34 per hour

Company

Aardvark Tax Advisors is a full-service tax, accounting, and advisory firm serving small businesses and entrepreneurs as the accounting and client services practice of hirify.global. Proprietary AI supports accounting and tax professionals while human judgment remains central to client work.

What you will do

• Receive, triage, sort, proofread, scan, and organize physical and digital client documents.
• Process intake documents through the Intake Pipeline and prepare them for Tax Preparers.
• Verify document accuracy, completeness, formatting, accessibility, privacy, and regulatory compliance.
• Communicate with clients about outstanding documents while maintaining confidentiality.
• Collaborate with Client Success, Tax teams, and Client Advocates to update documents and assemble tax packages.
• Support reception, inventory tracking, drawer audits, and training for seasonal Scanners when needed.

Requirements

• High school diploma or significant professional experience; an associate or bachelor's degree in Business Administration, Accounting, or a related field is a plus.
• At least 3 years of experience in a fast-paced office or academic environment, or 1–2 years in an accounting or tax practice.
• Strong proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and Copilot, plus experience with CRM applications such as Salesforce or HubSpot.
• Strong organization, time management, multitasking, communication, discretion, and attention to detail.
• Ability to manage sensitive and confidential client information and meet internal and client deadlines.
• On-site availability in the Cupertino or Soquel office is required.

Nice to have

• Basic understanding of accounting principles and tax processes.
• Familiarity with CCH, QuickBooks, Xero, UltraTax, or similar accounting and tax software.
• Associate or bachelor's degree in Business Administration, Accounting, or a related field.

Culture & Benefits

• Full-time schedule with 40 hours per week during peak tax season and 30–35 hours during the off-peak season.
• Flexibility to work extended hours during peak tax season.
• Collaborative, transparent, and inclusive working environment.
• Health, dental, and vision insurance.
• 401(k) with employer match and additional benefits.