Client Intake Coordinator

Knott LLP; United States; Remote; USD 42,000 - 60,000; Full time

Job summary

Knott LLP is seeking a Client Intake Coordinator for our remote, full-time role. You will be the first contact for new clients, manage inquiries from initial contact through onboarding, schedule calls, collect information for fixed-fee proposals, and secure engagement letters and documents.

You will use our CRM to track leads, set up new clients in the portal, and ensure timely delivery of proposals. Strong communication and organizational skills are essential in this fast-paced, client-focused

Qualifications

• 2+ years of experience in client service or front-office roles.
• Excellent written and verbal communication skills.
• Strong organizational abilities and multi-tasking.
• Comfort learning technical topics and explaining processes clearly.
• Proficiency with CRM, scheduling, and e-signature tools.

Responsibilities

• Respond promptly to inquiries via email, phone, website, and scheduling tools.
• Schedule introductory calls and prepare call notes in advance.
• Ask screening questions and route prospects to the right service.
• Track leads in the CRM and follow up through conversion.
• Gather information to scope engagements and prepare fixed-fee proposals.
• Send proposals and engagement letters and obtain signatures.
• Set up new clients in the client portal and manage document requests.
• Track missing documents and remind clients to maintain timeliness.
• Answer routine questions about process, pricing, timelines, and documents.
• Keep clients informed of engagement status and next steps.
• Escalate urgent matters such as IRS notices to the appropriate person.
• Help improve intake forms, checklists, and templates.
• Monitor inquiry volume, conversion rates, and onboarding times.
• Maintain confidentiality of sensitive client information.

Skills

Client service experience

Front-office coordination

Written and verbal communication

CRM usage

Scheduling tools

E-signature tools

Tools

CRM software

Scheduling tools

E-signature tools

Practice management software

Job description

Knott LLP | Remote | Full-time

The Role

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.

What You’ll Do

Inquiry and Lead Management

• 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

Proposals and Onboarding

• 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

Client Communication

• 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

Process and Reporting

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

What We’re Looking For

Required

• [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

Preferred

• 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