Client Intake Coordinator

We’re looking for a Client Intake Coordinator to be the first point of contact for new clients and the person who makes sure every engagement starts smoothly. You’ll manage inquiries from first contact through onboarding: scheduling introductory calls, gathering the information our team needs to prepare a fixed-fee proposal, and getting engagement letters signed and documents collected. Our promise to clients is a written proposal within days, and you’ll play a central role in keeping that promise.

• Respond promptly to inquiries received by email, phone, our website, and scheduling tools
• Schedule introductory calls with our attorney and prepare call notes in advance
• Ask screening questions to understand each prospect’s situation (entities, income, IRS letters, cross-border issues) and route them to the right service
• Track every lead in our CRM or practice management system and follow up until they decide

• Gather the information our team needs to scope engagements and prepare fixed-fee proposals
• Send proposals and engagement letters and follow up for signatures
• Set up new clients in our client portal and send organized document request lists
• Track missing documents and send reminders so work can begin on time

• Answer routine questions about our process, pricing, timelines, and required documents
• Keep clients informed of their engagement status and next steps
• Hand off new clients to the assigned tax team member with complete, organized files
• Escalate complex or urgent matters, such as IRS notices with deadlines, to the right person right away

• Help improve intake forms, checklists, and templates
• Track inquiry volume, conversion rates, and onboarding times
• Maintain confidentiality of sensitive client information at all times

• [2+] years of experience in client service, intake, or a similar front-office role
• Excellent written and verbal communication skills, with a friendly and professional manner
• Strong organizational skills and the ability to manage many open items at once
• Comfort learning technical topics and explaining a process clearly to non-experts
• Proficiency with CRM, scheduling, and e-signature tools

• Experience in a tax, accounting, law, or financial services firm
• Familiarity with basic U.S. tax & legal concepts
• Experience with practice management or client portal software
• Experience supporting sales or proposal processes