The opportunity
The Tax Coordinator provides co-ordination and administrative support to the Enterprise tax team’s global tax compliance program. This role focuses on execution, tracking, documentation, and stakeholder coordination to support timely and accurate tax filings, payments, and reporting across multiple jurisdictions.
Working within established processes and under the direction of senior team members, the tax Coordinator helps ensure that compliance activities are well organized, deadlines are monitored, and information flows smoothly between internal teams and external advisors. This role is suited to someone who is detail-oriented, highly organized, and comfortable supporting complex, deadline-driven processes in a global enterprise environment.
Who you will work with
The Tax Coordinator supports the Enterprise Tax team and reports to the Manager, Taxation. Day-to-day, the role works closely with members of the Enterprise Tax team, providing coordination and administrative support across ongoing compliance activities.
The role also involves regular interaction with colleagues across the broader OTPP Global Tax team and periodic coordination with Investments, Risk, IT, Finance and People &Culture. In addition, the Tax Coordinator liaises with third-party advisors, financial institutions, and tax authorities to support information gathering, follow-ups, and document exchange.
What you’ll do
Tax compliance coordination:
- Support the preparation of first drafts of in-house tax and information returns using standard templates, checklists, and instructions, under the direction of senior team members.
- Prepare first draft of W8/W9/FATCA/CRS forms based on provided information and established guidance.
- Maintain the global tax compliance calendar and trackers; monitor deadlines and follow up with internal stakeholders and advisors to support on-time filings and payments.
- Initiate and track tax payment obligations through the FSM reporting tool including gathering and organizing supporting documentation.
- Collect, organize, and validate information required by third-party advisors preparing externally filed returns.
- Maintain complete and accurate records to support auditability, internal controls, and reporting requirements.
Tax mail gathering, review, organization and responding to tax authority requests:
- Review incoming tax mail and log items by jurisdiction, type, and urgency using established tracking tools.
- Notify appropriate tax team member of response requirements and track due dates.
- Assist with preparing draft responses to tax authority enquiries, information requests and audits, based on instructions from senior team members.
- Coordinate follow-ups with tax authorities regarding notices, assessments, enquiries, and refund checks.
- Escalate complex, sensitive, or time-critical matters promptly to senior team members.
- Third-party advisor administration: Coordinate engagement documentation with accounting and advisory firms, including tracking scope, fees, and key terms prior to approval.
- Maintain engagement records and trackers for third-party advisors.
- Review advisor invoices against executed engagement letters and flag discrepancies for review.
- Process approved invoices for payment in accordance with internal procedures.
Team operations:
- Support annual budget and cost allocation activities by tracking expenditures, consolidating inputs, and maintaining documentation.
- Provide support to team members by screening, routing, and tracking incoming requests and correspondence.
- Coordinate meetings, calendars, and logistics aligned to tax deliverables and compliance milestones.
- Prepare regular status updates, ensure dashboard, tracking tools are updated on workload, upcoming deadlines, and progress against key deliverables for the Tax Department.
- Perform basic research (e.g., reviewing form instructions or published guidance) to support preparation of first drafts and data compilation.
- Support ad-hoc initiatives and perform other related duties as assigned.
