Document Specialist at Cynch AI in Cupertino, CA

Aardvark Tax Advisors is a full-service tax, accounting, and advisory firm serving small businesses and entrepreneurs. We're the accounting and client services practice of Cynch AI.

We're growing fast. As the accounting profession faces a growing succession challenge, we're partnering with retiring practitioners and thoughtfully bringing their clients into Aardvark, preserving the trusted relationships and personal service those clients value.

We use proprietary AI to amplify professional expertise while always deferring to human judgment. By shifting routine work to AI, Cynch's platform gives our accounting and tax teams more time for complex problem-solving, proactive planning, and building client relationships that last.

We're looking for a Document Specialist to review, organize, and confirm the accuracy of every client document that moves through the practice. That means meticulously reviewing documents to confirm they are accurate, properly formatted, and accessible to Client Success team members and Tax Preparers, and treating document accuracy as the foundation the whole engagement process stands on.

We have an open position in both our Soquel and Cupertino offices.

To ensure your application reaches the hiring team, please apply online only.

What You'll Do

Document Handling

• Triage documents received from clients (physical and via portal) and sort by document type.
• Review and proofread documents for accuracy and completeness.
• Scan documents into Aardvark systems.
• Review and process Intake documents for assigned tickets in a timely manner, moving them through the Intake Pipeline so they're ready for Preparers.
• Ensure client documents comply with legal and regulatory standards, especially regarding privacy and data protection.
• Conduct drawer audits to determine what source documents are onsite. As needed, send source documents back to clients for completed returns.

Client Communications

• Collaborate with Client Success and Tax teams to gather information needed to create or update documents.
• Communicate with clients about any outstanding required documents in a professional manner and maintain confidentiality.
• Support Client Advocates and prepare/assemble client tax packages as assigned.

Office Support and Reception

• Provide backup for the Front Desk Administrative Assistant.
• Support Client Advocates as needed
• Monitor inventory levels for packaging supplies and inform the Client Success Leader when additional supplies are needed.
• May provide training for seasonal/temporary Scanners as directed.

Experience & Education

• High school diploma or significant professional experience. Associate or Bachelor's degree in Business Administration, Accounting, or a related field is a plus.
• 3+ years of experience in a fast-paced office or academic environment, or 1-2 years' experience in an accounting/tax practice (including peak season).
• Basic understanding of accounting principles and tax processes is a plus.

Technical Skills

• Strong proficiency with Microsoft Office Suite (Copilot, Word, Excel, Outlook) and experience with CRM applications (Salesforce, HubSpot).
• Familiarity with accounting/tax software (e.g., CCH, QuickBooks, Xero, UltraTax, or similar) preferred.

Professional Skills

• Ability to manage sensitive and confidential client information with integrity and discretion, communicating clearly with clients and internal teams.
• Excellent organizational, time management, and multitasking skills, with extreme attention to detail.

Work Environment

• Onsite role.
• 40 hours/week during peak tax season; 30-35 hours/week during off-peak season. Requires flexibility to work extended hours during peak tax season.
• Fast-paced work environment with a focus on meeting internal and client deadlines.

California hourly range: $28 - $34/hr

What We're Offering

• Impact & Influence – A key role in helping to shape the future of our company and industry.
• A Culture of Collaboration – Transparency, inclusiveness, and a team where every voice matters.
• Competitive Compensation
• Comprehensive Benefits – Health, dental, vision, 401(k) with match, and more.