Client Case & Business Operations Coordinator

ABOUT VLARI

VLARI is a specialized U.S.-based advisory firm serving established business owners. We work with a limited number of clients and prioritize quality, accuracy, confidentiality, and thoughtful service over high case volume.

We are seeking a reliable, highly organized Client Case & Business Operations Coordinator for a full-time, long-term position.

This is a versatile role for someone who enjoys managing detailed processes, communicating professionally with clients, organizing financial documents, and ensuring that every case continues moving forward.

This is not a sales, call-center, or independent advisory position. You will receive training in our internal processes. You will begin with client onboarding, administrative support, document organization, and case coordination. As you demonstrate proficiency, your responsibilities may expand into preliminary case preparation and implementation tracking.

PRIMARY RESPONSIBILITY

Once a client completes payment, you will become the client’s primary operational contact.

You will own the administrative journey from payment through completed onboarding and preparation of a review-ready client file.

You will make sure clients understand what is required, submit the appropriate documents, answer all required intake questions, receive timely updates, and progress through each stage of the engagement.

POST-PAYMENT CLIENT ONBOARDING

Your responsibilities will include:

• Sending welcome communications immediately after payment
• Explaining the onboarding process and next steps
• Providing access to the secure client portal
• Confirming completion of engagement documents and required acknowledgments
• Scheduling onboarding, review, and presentation meetings
• Guiding clients through intake questionnaires
• Asking approved follow-up questions when information is incomplete
• Providing and explaining the required-document checklist
• Collecting tax returns, financial statements, payroll records, entity documents, insurance information, investment statements, and other requested records
• Reviewing documents for completeness, legibility, correct reporting periods, and missing pages
• Comparing submitted documents against the client’s checklist
• Following up professionally for missing information
• Documenting the client’s objectives, concerns, priorities, and unanswered questions
• Entering and verifying information in company systems
• Maintaining accurate notes, tasks, deadlines, and pipeline stages
• Preparing a consolidated internal case summary
• Identifying inconsistencies and questions that require escalation
• Confirming when the client’s file is complete and ready for professional review
• Sending appropriate progress updates throughout the engagement
• Coordinating communication among the client, company leadership, and assigned professionals

CASE AND IMPLEMENTATION COORDINATION

After training, your responsibilities may also include:

• Organizing financial and business information for internal analysis
• Extracting designated information from financial statements and tax documents
• Preparing preliminary internal summaries for review
• Operating internal assessment and case-preparation systems
• Coordinating reviews with accountants, attorneys, insurance professionals, and other specialists
• Recording professional feedback and requested changes
• Preparing meeting briefs and client presentation materials
• Creating and maintaining implementation checklists
• Assigning and tracking approved implementation steps
• Following up with clients and outside professionals
• Assisting with insurance and annuity application processing
• Tracking applications, signatures, transfers, funding, and outstanding requirements
• Communicating with insurance carriers and related organizations
• Maintaining accurate case statuses until completion
• Escalating matters requiring professional judgment or approval

ADMINISTRATIVE AND BUSINESS OPERATIONS

Because VLARI serves a limited number of quality clients, this position will support several areas of the business. Additional responsibilities may include:

• Managing calendars and appointment confirmations
• Monitoring and organizing company email
• Answering and routing administrative client calls
• Drafting routine client communications
• Updating CRM records and pipeline stages
• Organizing company files and folders
• Maintaining standard operating procedures
• Auditing client files for missing information
• Assisting with basic bookkeeping and operational reporting
• Maintaining service and follow-up calendars
• Researching administrative information when assigned
• Testing intake forms, reports, and internal workflows
• Supporting special company projects during lower-volume periods

PROFESSIONAL BOUNDARIES

You will explain company processes, collect factual information, answer approved administrative questions, and coordinate work that has already been authorized.

You will not be expected or authorized to independently:

• Provide U.S. tax advice
• Provide legal advice
• Recommend investments, insurance policies, or annuities
• Approve client strategies
• Promise financial or tax results
• Represent yourself as a U.S.-licensed professional
• Release a final client design without approval

Any question involving professional judgment or a recommendation must be documented and escalated to the appropriate professional.

THE PERSON WE ARE LOOKING FOR

You may be a strong fit if you:

• Have an accounting, bookkeeping, business administration, insurance, or financial-services background
• Have experience supporting U.S. clients or companies
• Are comfortable reviewing financial documents
• Communicate clearly and professionally by email , telephone, and video
• Are highly organized and careful with details
• Follow instructions and documented procedures
• Can work independently without constant supervision
• Are comfortable performing both analytical and routine administrative work
• Know when to ask questions or escalate an issue
• Enjoy managing cases from beginning to completion
• Want a stable, long-term role with one company
• Respect confidentiality and sensitive client information
• Prefer quality and accuracy over high-volume, rushed work
• Are interested in growing within an organization rather than building a competing advisory practice

REQUIRED QUALIFICATIONS

• Strong spoken and written English
• At least two years of relevant administrative, bookkeeping, accounting, insurance, client-service, or case-management experience
• Strong spreadsheet, email , and document-management skills
• Excellent attention to detail
• Leadership Skills
• Managerial Skills
• Professional telephone presence
• Reliable computer and high-speed internet
• Quiet and professional environment for client calls
• Ability to handle confidential financial information
• Ability to organize multiple cases and deadlines
• Willingness to complete reference and background checks
• Willingness to sign confidentiality, data-security, and intellectual-property agreements
• Availability for scheduled overlap with U.S. Pacific Time

PREFERRED EXPERIENCE

Experience with any of the following is helpful but not required:

• QuickBooks Online
• GoHighLevel or another CRM
• U.S. bookkeeping or accounting
• U.S. business financial statements
• U.S. business tax documents
• Client onboarding
• Life-insurance or annuity case processing
• Financial-advisor support
• Tax Strategies
• Project Manager
• Project Coordinator
• DocuSign or secure client portals
• Workflow and implementation tracking
• Microsoft Excel or Google Sheets

COMPENSATION AND SCHEDULE

• 20-40 hours per week
• Initial 90-day evaluation period
• Compensation and responsibility review following successful completion of the evaluation period
• Long-term growth opportunity based on performance, accuracy, reliability, and judgment

HOW TO APPLY

Applications that do not follow all instructions will not be considered.

Please submit:

1. Your current résumé.
2. A link to a two-to-three-minute video introduction.
3. Complete written responses to the questions below.
4. The words “VLARI Case Coordinator” as the first line of your application.

Your video may be submitted using Loom, Google Drive, an unlisted YouTube video, or another accessible video-link service. Confirm that anyone with the link can view it.

IN YOUR VIDEO, PLEASE ADDRESS:

• Your name and current location
• Your most relevant professional experience
• The types of U.S. clients or companies you have supported
• Your experience with accounting, bookkeeping, client onboarding, insurance, or case management
• Why you are comfortable performing both administrative and analytical work
• How you communicate with a client who has not submitted required information
• Why you are interested in a long-term position

Please speak naturally. Do not simply read your résumé. Video-production quality is not important. We are evaluating your communication, professionalism, thought process, and ability to interact comfortably with clients.

WRITTEN APPLICATION QUESTIONS

1. Describe a situation in which you discovered missing or inaccurate information in a client file. What did you do?

2. How do you organize multiple clients, tasks, and deadlines?

3. What accounting, bookkeeping, CRM, project-management, and document-management systems have you used?

4. Describe your experience collecting information or documents from clients.

5. Are you comfortable making and receiving professional client calls? Please describe your experience.

6. How would you follow up with a client who has not responded to two document requests?

7. What would you do if a client asked you a technical question that you were not trained or authorized to answer?

8. Are you comfortable performing scheduling, email follow-up, data entry, file organization, and other administrative tasks while learning more advanced responsibilities?

9. Are you currently wor