Location: Remote (U.S.-based preferred)
Timezone Preference: Mountain Standard Time (MST) or Pacific Standard Time (PST)
Employment Type: Full-Time or Part-Time (seasonal flexibility required)
Compensation: Approximately $30,000 annually (or equivalent hourly rate, depending on schedule and experience)
Company: USA Tax Gurus
About Us
USA Tax Gurus is a growing tax, accounting, and advisory firm specializing in U.S. tax compliance, international tax matters, bookkeeping, and business advisory services. We serve individuals and businesses across the United States and internationally, with a strong focus on client service, accuracy, and operational excellence.
We are seeking a reliable and detail-oriented Client Relations & Administrative Assistant to support our client communication, lead follow-up, and daily administrative operations.
This is an excellent opportunity for someone who enjoys structured work, helping clients, staying organized, and ensuring important tasks do not fall through the cracks.
Position Overview
This role combines client communication, lead follow-up, CRM management, and administrative support.
The ideal candidate is organized, dependable, and comfortable communicating professionally with clients by email and phone. You should be confident working with software systems, following up consistently, and helping maintain smooth internal workflows.
You will work closely with the Office Manager and leadership team to help ensure prospective and existing clients receive timely, professional support.
This role requires heavier hours during tax season (January–April) and may involve reduced hours during slower months, depending on business needs and performance.
Key Responsibilities
Client Communication & Follow-Up
- Follow up with prospective and existing clients regarding consultations, missing documents, proposals, and next steps
- Respond to routine client questions via email, phone, and messaging platforms
- Share scheduling links and help coordinate appointments
- Escalate urgent or sensitive client matters to management promptly
CRM & Administrative Support
- Update and maintain accurate client records in our CRM system (GoHighLevel)
- Ensure notes, opportunities, and pipeline stages remain current
- Track pending follow-ups and ensure important tasks are completed
- Maintain internal spreadsheets and operational tracking documents
Email & Office Support
- Monitor incoming emails and help prioritize based on urgency
- Route important messages to the appropriate team members
- Respond to straightforward administrative inquiries
- Assist with internal coordination and workflow management
Client Onboarding Support
- Assist with preparing quotations using internal templates
- Send approved engagement letters and invoices
- Help ensure new clients move smoothly through onboarding
Marketing Support
- Assist with marketing campaigns, outreach and other administrative marketing tasks.
- Coordinate webinars, including scheduling, reminders, and attendee follow-ups.
- Assist in building and managing email sequences in GoHighLevel for awareness, reminders, and follow-ups.
- Monitor CRM automations and workflows, troubleshoot issues and suggest improvements.
- Post approved content across social media channels, including Facebook, and monitor engagement.
Required Qualifications
- 1+ year of administrative, office support, customer service, or coordinator experience preferred
- Strong written and verbal communication skills
- Excellent organizational skills and attention to detail
- Comfortable handling repetitive administrative tasks with accuracy
- Comfortable learning new software and systems
- Ability to prioritize tasks and identify urgent matters
- Professional, friendly, and client-focused communication style
- Ability to maintain confidentiality when handling sensitive financial information
Preferred Qualifications
Experience with any of the following is a plus:
- CRM systems (especially GoHighLevel)
- Administrative work in accounting, tax, legal, or professional services
- Google Workspace
- Client portals or document management systems
- Remote office support
Ideal Candidate Traits
We are looking for someone who is:
- Highly dependable
- Organized and detail-oriented
- Responsive and proactive
- Comfortable with routine administrative workflows
- Calm under pressure
- Tech-savvy and adaptable
- Comfortable asking questions when unsure
Working Hours
Preferred availability is during MST or PST business hours to support client communication coverage.
Typical coverage needed:
- Approximately 10:00 AM – 6:00 PM MST (or equivalent)
- Flexibility to assist with occasional later calls is preferred
- Additional hours may be needed during tax season
Growth Opportunity
This role offers long-term growth opportunities in areas such as:
- Client success
- Operations coordination
- Office management
- CRM systems and workflow automation
High-performing team members may have opportunities to grow into more senior operational or client-facing roles as the firm expands.
At USA Tax Gurus, we are committed to fostering a diverse, inclusive, and equitable workplace. We welcome applicants of all genders, races, religions, ages, ethnicities, sexual orientations, disabilities, and other backgrounds. Our hiring process is conducted with fairness and without bias, ensuring equal opportunities for everyone. We believe in empowering individuals to build their careers while maintaining a healthy work-life balance and contributing to exceptional client service.
If you believe you meet the criteria above, we encourage you to apply and explore the opportunity to join our team.
Work Location: Remote
