Client Intake and Business Formation Specialist (itin.com)

The Role

As a Client Intake and Business Formation Specialist, you will be one of the first points of contact for prospective and existing clients.

The role combines client intake and phone-based communication with preparing U.S. company formation documents, EIN applications, and related administrative filings.

Location

Remote — open to applicants worldwide

Engagement

Independent contractor

Expected Availability

Approximately 40 hours per week, Monday through Friday, covering U.S. Pacific business hours, approximately 9:00 a.m. to 5:00 p.m. PT.

Reports To

Founder and Managing Attorney

Responsibilities

Client Intake and Communication

• Answer inbound calls, web inquiries, and messages from prospective clients and return missed calls within the same business day.
• Explain our ITIN, company formation, and EIN services, pricing, and processes clearly and accurately.
• Collect intake information and screen inquiries according to our internal service eligibility guidelines.
• Help qualified prospective clients move forward with our services and schedule document verification video calls.
• Follow up regarding missing documents, unsigned forms, outstanding payments, and other required information.
• Provide clients with timely status updates while their applications are being processed.
• Maintain professional and reassuring communication with clients throughout the process.
• Escalate legal and tax-related questions to the attorney. This position does not provide legal or tax advice.

Company Formation

• Prepare and file LLC and corporation formation documents with U.S. state agencies, primarily in Delaware, Wyoming, and California.
• Check business name availability, coordinate registered agent services, and track filings through approval.
• Prepare standard post-formation documents using company templates, including operating agreements and initial resolutions, for attorney review.
• Track recurring compliance deadlines, including annual reports, franchise tax obligations, and California Statements of Information.

EIN Applications

• Prepare IRS Form SS-4 for newly formed entities, including foreign-owned companies whose owners do not have an SSN or ITIN.
• Submit EIN applications through the appropriate available method and follow up with the IRS when necessary.
• Deliver EIN confirmation documentation to clients and maintain complete records in the client file.

Case Administration

• Log calls, emails, client communications, and status changes in HubSpot on the same business day.
• Maintain complete, accurate, and organized client files.
• Ensure records are sufficiently documented so another team member can understand the current status of a matter.
• Escalate errors, delays, unusual issues, and client concerns to the attorney promptly.

Qualifications

• Fluent spoken and written English with strong client-facing communication skills.
• At least 2 years of experience in client intake, inside sales, customer service, call center operations, or a similar client-facing position serving U.S. customers.
• Experience with U.S. company formation, EIN applications, government filings, or other form-based administrative work is preferred. Candidates with demonstrated ability to learn detailed filing processes quickly and accurately will also be considered.
• Strong attention to detail and accuracy when handling names, identification information, forms, and government filings.
• Comfortable working independently in a CRM environment and maintaining accurate records without frequent reminders.
• Able to handle confidential documents, including passports and tax-related documentation, professionally and discreetly.
• Reliable high-speed internet, a quiet professional workspace, a headset, and a reasonable backup plan for internet or power interruptions.
• Ability to consistently work during U.S. Pacific business hours.

Nice to Have

• Paralegal, accounting, tax preparation, or legal services background.
• Experience with IRS Forms W-7 or SS-4.
• Experience with Delaware, Wyoming, or California business entity filings.
• HubSpot experience.
• Fluency in an additional language such as Spanish, Turkish, Mandarin, or Portuguese.

Terms

• Independent contractor engagement.
• Contractors are responsible for their own applicable taxes and work equipment.
• Paid training will be provided during the initial onboarding period on ITIN, company formation, EIN, and internal procedures.
• This is intended to be a long-term opportunity with potential for increased responsibility as itin.com grows.

Application Process

Please apply through this LinkedIn posting and submit your resume.

Shortlisted candidates will be asked to provide:

1. Confirmation that they are available to work during U.S. Pacific business hours.
2. An English voice recording of no more than 2 minutes describing a situation in which they helped a confused, concerned, or nervous customer.
3. A short written summary of any experience with U.S. company formation, EIN applications, IRS forms, or similar government filings.

The voice recording is audio-only. No video or photograph is requested. It will be used solely to assess spoken English and client-facing communication skills that are directly relevant to this position.

Because spoken English is a core requirement of the role, shortlisted candidates who do not complete this step will not be able to proceed in the recruitment process.

itin.com and Oguz Law never charge applicants recruitment fees and will not request identity documents or banking information during the initial application process.

Equal Opportunity

itin.com considers qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other characteristic protected by applicable law.