Virtual Client Outreach, Intake & CRM Coordinator

ABOUT THE COMPANY

KT Everyday Tax & Business Advising is a growing U.S.-based tax, accounting, and business-services company. We help individuals and business owners with tax preparation, bookkeeping, payroll, business support, and related professional services.

We are looking for a dependable, confident, and highly organized Virtual Client Outreach, Intake & CRM Coordinator. This person will help us reconnect with prior clients, respond to new inquiries, conduct basic intake, schedule appointments, and maintain accurate records in our CRM.

This is not a passive data-entry position. You must be comfortable speaking with U.S.-based clients by telephone, following up consistently, asking appropriate questions, and moving qualified prospects to the next step.

PRIMARY RESPONSIBILITIES

Call, text, and email prior clients and prospective clients using approved scripts.
Re-engage inactive leads and clients who may need tax, accounting, bookkeeping, payroll, or business services.
Respond promptly and professionally to new inquiries.
Conduct basic intake and prequalification calls.
Ask approved questions to understand the prospect’s needs.
Schedule qualified appointments and paid consultations.
Confirm appointments and follow up with cancellations and no-shows.
Send approved scheduling, payment, document-upload, and service-information links.
Follow up on unsigned engagement letters and unpaid deposits.
Update contact information, notes, tags, tasks, and pipeline stages in the CRM.
Make sure every active lead has an assigned next action and follow-up date.
Place unresponsive prospects into the appropriate follow-up campaign.
Escalate complex, sensitive, or technical questions to management.
Prepare daily activity reports and weekly pipeline summaries.
Protect confidential client and company information.

REQUIRED QUALIFICATIONS

Excellent spoken and written English.
Clear, professional, and confident telephone voice.
Previous experience in appointment setting, customer service, inside sales, lead nurturing, or client intake.
Strong follow-up and documentation skills.
Comfortable making outbound calls to U.S.-based prospects and clients.
Able to follow scripts while still sounding natural and personable.
Experience using a CRM.
Strong attention to detail and ability to follow written procedures.
Reliable computer, high-speed internet, headset, and quiet working environment.
Able to work independently and meet daily performance expectations.
Available for scheduled working hours that overlap with U.S. Central Time.
Willing to complete training and accept coaching.

PREFERRED QUALIFICATIONS

Experience with GoHighLevel, LeadConnector, or a similar CRM.
Experience working for a tax, accounting, bookkeeping, mortgage, legal, financial, or other professional-services company.
Experience sending appointment reminders and following up on proposals or payments.
Experience with Google Workspace, Zoom, and Microsoft Office.
Sales or client-conversion experience.

IMPORTANT ROLE LIMITATIONS

This is an administrative and client-coordination position. You will not provide tax, accounting, legal, financial, or mortgage advice. You will not independently determine pricing, promise results, interpret client documents, or answer technical questions. These matters must be escalated to an authorized professional.

PERFORMANCE EXPECTATIONS

Your performance will be measured using:

Outreach attempts completed.
Meaningful client conversations.
Qualified appointments scheduled.
Appointment attendance rate.
Follow-ups completed on time.
Accuracy and completeness of CRM notes.
Leads moved through the correct pipeline stages.
Engagements and deposits generated from qualified appointments.
Responsiveness, professionalism, and reliability.
Compliance with scripts, procedures, and confidentiality requirements.

WHAT WE OFFER

Stable, long-term part-time opportunity.
Consistent weekly schedule.
Paid training on our services, scripts, and systems.
Opportunity for increased hours based on performance and company growth.
Opportunity to grow into a senior intake, client-success, or team-lead position.
Supportive but accountable working environment.
Performance incentives may be available after the introductory period.

HOW TO APPLY

Please submit the following:

A brief introduction describing your relevant experience.
Your résumé.
A 60–90 second voice recording introducing yourself and explaining why you would be effective when speaking with U.S.-based clients.
A list of the CRMs and communication systems you have used.
Your required hourly rate in U.S. dollars.
Your availability in U.S. Central Time.
A description of your internet connection, computer, headset, and backup plan for power or internet interruptions.
Your answer to the following situation:

“A prior tax client says, ‘I already have someone helping me this year, so I’m not interested.’ How would you respond professionally while keeping the relationship open?”

To confirm that you read the entire posting, begin your application subject line with:

KT EVERYDAY – CLIENT OUTREACH

Applications that do not include the requested voice recording, scenario response, and subject line will not be considered.

HIRING PROCESS

Selected applicants will complete:

An initial application review.
A short video interview.
A mock client outreach call.
A basic CRM and written-communication assessment.
Reference and background verification, when applicable.
A 60-day introductory performance period.

We are looking for someone who communicates well, documents everything, follows instructions, accepts feedback, and takes responsibility for completing assigned work.