CRM Specialist

Position OverviewThe Client Relationship Manager (CRM) is responsible for managing the day-to-day flow of client interactions for the firm, with a strong focus on scheduling, intake, communication, and follow-through. This role will be a key partner in rolling out and maintaining the firm’s Tax Advisory program and ensuring clients have a smooth, professional experience from first contact through ongoing advisory services.During tax season, this position will also take primary responsibility for Data Portal Management, helping clients access, upload, and retrieve documents efficiently and securely.Key ResponsibilitiesClient Scheduling & IntakeManage and maintain the firm’s appointment calendar for the Owner and advisory team.Coordinate client appointments (in-person, phone, virtual) and send confirmations, reminders, and follow-ups.Oversee new client intake: collect information, ensure forms are completed, and organize data for the tax and advisory teams.Monitor and manage cancellations, reschedules, and waitlists to optimize the Owner’s calendar.Client Communication & InquiriesServe as a primary point of contact for client phone calls, emails, and portal messages.Respond to general client inquiries or route them to the appropriate team member.Draft and send professional emails on behalf of the Owner, including meeting follow-ups, next-step instructions, and advisory engagement communication.Track open client requests and ensure timely follow-through and resolution.Tax Advisory Program SupportSupport implementation of the new Tax Advisory program, including client onboarding, scheduling advisory sessions, and maintaining accurate client status lists.Help standardize communication templates, checklists, and workflows related to advisory services.Maintain records of advisory meetings, action items, and follow-ups in the CRM system or designated tracking tools.Coordinate recurring advisory appointments and calendar blocks for priority clients.Reporting & Owner SupportPrepare regular summaries for the Owner, including upcoming appointments, outstanding client items, and key follow-ups.Schedule and manage the Owner’s calendar strategically to balance Tax Advisory work, tax preparation, and internal meetings.Provide input on process improvements to increase efficiency in client communication, scheduling, and follow-up.Tax Season – Data Portal ManagementManage the client data/document portal during tax season, including user invitations, password resets, and access issues.Monitor incoming documents, confirm receipt with clients when needed, and ensure files are routed correctly to the preparation team.Assist clients with instructions, FAQs, and basic troubleshooting to help them upload documents correctly and on time.Track missing/needed documents and send reminders or follow-ups to clients as needed.QualificationsPrior experience in a client service, administrative, or coordinator role (professional services, tax, legal, financial, or medical office experience is a plus).Strong comfort with technology, calendars, email management, and client portals/CRMs.Excellent written and verbal communication skills.Strong organizational skills with the ability to manage multiple priorities and deadlines.High attention to detail, especially when handling client information and scheduling.Ability to maintain confidentiality and handle sensitive client data appropriately.Key Skills & AttributesClient-focused: Friendly, professional, and able to make clients feel supported and heard.Organized & proactive: Anticipates next steps, tracks details, and follows through without constant supervision.Tech-savvy: Comfortable learning new systems (CRM, portals, scheduling tools).Team-oriented: Works closely with the Owner and staff to keep everyone aligned and informed.Calm under pressure: Able to handle the increased pace and volume of tax season while staying accurate and courteous.Company Description**Why Work With Us?**At our tax consulting and tax preparation firm, we take pride in creating a supportive and collaborative work environment where each team member can grow and thrive. As a member of our team, you’ll have the opportunity to work alongside experienced professionals and make an impact within a company that values your expertise and contributions.

Salary : $41,600 - $49,920