Summary:
This is a case management focused administrative role. You will serve as the organizational backbone of the client experience - managing documentation, maintaining case accuracy, communicating with clients, and ensuring nothing falls through the cracks.
This is not an entry-level position. We are looking for someone with a proven track record of administrative excellence who is ready to contribute from day one and grow with us long term.
Essential Duties and Responsibilities:
Client Relationship Management
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Serve as the primary point of contact for assigned clients, building strong, professional relationships through proactive communication.
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Communicate with clients via phone, email, and text to answer questions, gather documentation, provide updates, and schedule meetings.
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Maintain a supportive and empathetic presence while assisting clients through complex or stressful situations.
Case and Project Management
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Manage client case files with precision, ensuring all documentation is complete, accurate, and up to date.
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Track project milestones, deadlines, and outstanding action items to keep client engagements moving forward.
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Review documentation for completeness and follow up on missing information as needed.
Team Coordination
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Coordinate with internal team members to ensure client work progresses efficiently and deadlines are met.
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Communicate updates, priorities, and outstanding items across departments to maintain seamless service delivery.
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Escalate concerns or roadblocks when appropriate while helping facilitate timely resolutions.
Administrative Support
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Maintain organized digital records, client files, and supporting documentation.
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Handle administrative responsibilities, including filing, scheduling, document preparation, and project coordination.
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Ensure client information is maintained accurately across internal systems.
Problem Solving & Quality Assurance
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Identify potential issues early and resolve them independently using sound judgment.
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Monitor client progress to proactively address obstacles before they impact timelines or service quality.
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Maintain accuracy and attention to detail while ensuring company policies and standards are followed.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education/Experience
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3+ years of administrative experience in a professional environment.
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3+ years of customer facing or client service experience.
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Demonstrated remote work experience with a reliable, distraction-free home workspace
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Ability to manage multiple priorities in a fast-paced environment.
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Proficiency with Microsoft Office or Google Workspace.
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Ability to maintain confidentiality and handle sensitive financial information professionally.
Preferred Skills
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Strong critical thinking and independent problem solving skills.
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Exceptional attention to detail - you catch what others miss.
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Ability to learn CRM platforms.
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Professional written and verbal communication skills.
Work Environment:
This is a remote position performed from a dedicated home office. Must reside in the United States.
Employees must maintain:
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A reliable computer capable of running Microsoft 365 and other required business applications.
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High-speed internet with dependable video conferencing and telephone capabilities.
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A quiet, private workspace free from regular distractions.
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Availability and responsiveness during normal business hours in the Central Time Zone, including participation in virtual meetings and timely communication with clients and team members.
Physical Demands:
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Ability to remain in a stationary position (sitting or standing) for extended periods during the workday.
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Ability to use a computer, keyboard, mouse, and telephone for prolonged periods.
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Ability to communicate effectively verbally and in writing, including participating in video conferences.
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Ability to type accurately and efficiently to perform essential job functions
Please review this Vivid Vision and prepare to answer questions connecting your role to the statement:
Champion Tax Relief — Vivid Vision
Our Goal by 2029
The absolute #1 company for small business owners to resolve their IRS back tax
problems.
Recognized as the #1 leader in solving business owners’ back tax problems — by the
accounting profession and by our clients.
Who We Serve
While most tax resolution companies service the mass market in a cookie-cutter way, our firm
services only the most complex IRS back tax problems — specifically for self-employed people
and small business owners.
Most of our clients owe a minimum of $100,000 in back taxes, haven’t filed in years (often with
no records to file with), and the IRS is knocking at their door. Clients come to us because we are
so specialized — and because we deliver results others simply can’t.
The work we do directly impacts people’s livelihoods. It protects their finances, their businesses,
their marriages, and gives them a newfound path forward that has eluded them for years.
Our Culture
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Work hard, enjoy it while we do.
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People feel respected working here — their opinions matter. We aren’t looking for “yes men.”
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A-player only environment. If you can make things happen on your own, you’re a great fit.
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We strongly value our employees. How we treat our team directly relates to the results we bring to clients.
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Self-motivated, entrepreneurial individuals who want greater responsibility and autonomy —and who can self-manage.
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The company runs autonomously — systems and personnel so solid that everything gets done, right, the first time.
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Excellent systems. We’ve been around the block, and we know exactly what’s needed to deliver for our clients.
Code word: Apricot
Core Values
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Entrepreneurial Attitude — We solve problems, figure out how to make things better, and
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take joy in continuous improvement.
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Self-Managed — We get stuff done without needing someone to keep on top of us.
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Excellent in Our Work — We are mindful of the great trust our clients place in us, and we
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do a great job for them.
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Grow Big, Act Small
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Respect Everyone
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Have Fun
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