Office Admin Assistant

Location: Remote - India
Employment Type: Full-Time
Company: USA Tax Gurus
Experience: 1-2+ years
Work Schedule: Late evening shift to overlap with U.S. Eastern Time (EST/EDT)

About USA Tax Gurus
USA Tax Gurus is a growing U.S.-based tax, accounting, and advisory firm serving individuals and businesses across the United States and internationally. We specialize in U.S. tax compliance, international tax matters, bookkeeping, accounting, and business advisory services.

We are looking for an Office Admin Assistant to join our growing team in India. This role will play an important part in keeping our day-to-day client and internal operations organized and ensuring that follow-ups, tasks, and administrative responsibilities are handled on time.
The ideal candidate is organized, dependable, detail-oriented, comfortable working with technology, and someone who naturally stays on top of things without needing constant reminders.

Position Overview
As an Office Admin Assistant, you will work closely with our Sales, Tax, Accounting, and Management teams to provide day-to-day administrative and coordination support.

A major part of the role will be maintaining our GoHighLevel (GHL) CRM accurately and up to date on a daily basis, tracking follow-ups, communicating with clients and prospects, and making sure important tasks and next steps do not fall through the cracks.

You will work primarily through established SOPs, processes, and templates and will be expected to follow them consistently while also identifying opportunities to improve efficiency.

Key Responsibilities
CRM & Follow-Up Management

- Maintain and update the GoHighLevel CRM on a daily basis
- Keep client and prospect information, notes, opportunities, pipeline stages, and follow-up tasks accurate and current
- Monitor pending follow-ups and ensure they are completed on time
- Follow up with prospective and existing clients through email, messaging platforms, and phone when required
- Track client responses, pending information, appointments, proposals, and other next steps
- Make sure no important client or prospect follow-up is missed
- Keep the Sales and Tax teams informed about relevant client updates and pending items

Sales & Client Support

- Work closely with the Sales Team to support lead follow-up and administrative tasks
- Assist with scheduling consultations and coordinating appointments
- Send approved scheduling links,



follow-up messages, quotations, invoices, and other client communications using established templates and processes
- Follow up with prospects after consultations and assist the Sales Team with administrative tasks
- Help maintain accurate sales and client records in GHL
- Escalate questions or issues that require input from management or a tax professional

Tax & Accounting Team Support

- Work directly with the Tax and Accounting Teams on administrative and coordination-related tasks
- Follow up with clients for missing information, documents, signatures, payments, and other outstanding items
- Help track the status of client work and pending requirements
- Assist with sending client communications and maintaining organized records
- Coordinate between clients and the appropriate tax or accounting team member
- Ensure administrative tasks assigned by managers are completed accurately and on time

SOP & Process Management

- Follow established company SOPs, workflows, checklists, and processes consistently
- Use approved templates and procedures for client communication and administrative tasks
- Maintain accurate records and documentation
- Identify situations where a process is unclear or a task requires escalation
- Suggest practical improvements to existing processes when appropriate

General Administrative Support

- Assist the Office Manager and management team with day-to-day administrative tasks
- Maintain internal spreadsheets, trackers, and other operational documents
- Help coordinate internal meetings and follow-ups
- Monitor assigned tasks and deadlines and ensure they are completed on time
- Assist with other administrative responsibilities as the business requires

Required Qualifications

- 1-2+ years of experience in office administration, client coordination, customer service, operations, or a similar role
- Strong written and verbal communication skills in English
- Excellent organizational skills and attention to detail
- Comfortable communicating with clients professionally through email & messaging




- Strong follow-up skills and the ability to stay on top of multiple tasks
- Comfortable working with CRM systems and learning new software
- Ability to follow established SOPs and processes consistently
- Good working knowledge of Google Workspace and Microsoft Office
- Ability to work independently and manage assigned responsibilities without constant supervision

Preferred Qualifications
Experience with any of the following will be a plus:

- GoHighLevel (GHL)
- CRM or sales management systems
- Client portals or document management systems
- Administrative work with a tax, accounting, legal, or professional services firm
- Google Workspace
- Remote team collaboration tools

Ideal Candidate
We are looking for someone who is:

- Highly organized and dependable
- Detail-oriented and accurate
- Proactive with follow-ups
- Positive at keeping track of multiple moving pieces
- Comfortable following established processes and SOPs
- Responsive and accountable
- Professional and friendly when communicating with clients
- Comfortable asking questions when something is unclear
- Tech-savvy and willing to learn new systems
- Able to work independently while staying connected with the team
- Someone who takes ownership and does not need to be reminded repeatedly about pending tasks

Working Hours
This position requires a late evening shift in India to provide meaningful overlap with the USA Tax Gurus team and clients in the U.S. Eastern Time Zone.
The exact working hours will be discussed during the hiring process based on the role and business requirements.
Candidates must be comfortable working late evening/night hours in India.
Additional hours may occasionally be required during the U.S. tax season and other busy periods.

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

📌 Office Admin Assistant (India)
🏢 USA Tax Gurus
📍 India