Tax Operations Specialist

About the role

You are a detail-oriented problem solver who owns the full lifecycle of payroll tax compliance issues for Warp customers. You will serve as the primary point of contact for resolving federal, state, and local payroll tax notices and ensuring timely and accurate communication with external agencies. This role requires you to translate dense tax jargon into clear, founder-friendly guidance while maintaining strict adherence to compliance requirements. You will investigate the root cause of discrepancies, track outcomes, and document every interaction to build a reliable knowledge base. You will partner with internal teams to turn complex tax challenges into repeatable processes that scale as Warp grows. If you thrive in fast-paced environments and care deeply about getting compliance right, this role is your opportunity to have direct impact on the payroll operations of ambitious companies.

Key facts

What you'll do

• Notice Resolution & Customer Support: Decode federal, state, and local payroll tax notices, translate tax jargon into plain English, and guide founders through resolution via email, Zoom, and Pylon.
• Agency Communication: Draft letters, file responses, and represent Warp in conversations with IRS, state, and local tax agencies to resolve account discrepancies, penalties, and registration issues.
• Tax Operations: Process state tax registrations, assist with jurisdiction setup across all 50 states, and support quarterly filings such as Form 941 and state equivalents.
• Documentation & Tracking: Maintain detailed case notes in Linear and Notion, track tax issues using project management platforms, and perform tax reconciliations to ensure accuracy.
• Process Improvement: Flag compliance trends and process gaps, turn recurring issues into FAQs and Founder Guides, and help improve workflows through automation initiatives.
• Cross-Functional Collaboration: Partner with Customer Support, Engineering, Product, and third-party administrators to test new tools and address client tax questions collaboratively.
• Year-End Support: Assist with end of year preparation and other annual compliance processes to ensure smooth and timely completion of obligations.
• Compliance Monitoring: Review notices and filings for accuracy, verify calculations, and escalate potential risks to the Tax Operations Lead for further review.
• Workflow Ownership: Drive the setup and maintenance of jurisdiction-specific workflows to ensure consistent execution across multi-state environments.
• Communication Cadence: Proactively update internal stakeholders and external clients on case status, timelines, and outcomes using clear and professional language.
• Data Reconciliation: Use Google Sheets to analyze and reconcile tax data, ensuring that records align with agency filings and internal reports.
• Continuous Learning: Stay up to date with changes in payroll tax regulations and apply new requirements to existing processes without compromising accuracy.

Requirements

• Bachelor's degree in Accounting, Finance, Business, or related field (or equivalent experience).
• 2-4 years of payroll or payroll tax experience.
• Strong attention to detail and exceptional organizational skills, rigorously tracking every deadline, document, and follow-up.
• Excellent written and verbal communication skills with the ability to translate complex tax concepts for non-technical audiences.
• Comfort juggling high notice volume and shifting priorities while maintaining exceptional customer experience.
• Experience with project management tools such as Jira, Linear, and collaboration platforms like Slack, Zoom, and Notion.
• Proficiency with Google Sheets for data analysis and reconciliation tasks.
• Experience with Mastertax or similar tax filing platforms.
• Willingness and openness to learn new things daily in a fast-evolving environment.
• Comfortable making phone calls to tax agencies and researching state and federal compliance requirements.
• Ability to work from the New York office five days a week to support speed and proximity as key competitive advantages.
• High school diploma or equivalent required as a minimum educational baseline.
• Eligibility to work in the United States without sponsorship for this role.
• Willingness to adhere to Warp's processes and contribute to documentation standards.
• Capacity to manage multiple tax cases concurrently while meeting strict response and resolution timelines.
• Commitment to following established tax compliance procedures and regulatory guidance precisely.

Nice to have

• Multi-state payroll tax compliance experience, with New York and California experience as a bonus.
• Experience with penalty waiver processes and direct agency negotiations.
• Active CPA license.
• Background in high-growth SaaS or payroll/HR startup environments.
• Familiarity with third-party administrator workflows and integrations.
• Demonstrated interest in process improvement and automation initiatives.

Practical notes

The role is based in New York and requires in-office presence five days a week to maintain speed and proximity. This is a full-time position eligible for standard employment benefits as defined by Warp's compensation and benefits framework. No specific visa sponsorship information is provided in the source material. There are no explicit deadlines for application or hiring timelines mentioned in the source.