Lead Follow-Up & Client Operations Specialist - 20188

• Run persistent outbound follow-up on inbound leads, phone first, supported by text and email, using established templates and scripts
• Work each lead across multiple touches until they book a consultation or clearly decline
• Keep the CRM (Pipedrive) current at all times and re-engage stalled or cold leads so nothing slips
• Manage follow-up sequences after consultation calls to move prospects toward signed engagements

• Send and track client portal invites (TaxDome) and monitor for open or stuck items
• Prepare and route engagement letters; chase missing client documents
• Keep engagements moving cleanly through each stage

• Manage the calendar and booking links (Calendly) and protect focused work time
• Triage and organize the inbox; draft routine client replies for review
• Deliver a short daily priority brief: what's urgent, what may have been missed, what's coming up

• Organize incoming client tax documents and maintain orderly client files and records
• Draft routine correspondence and keep internal trackers current

• Handle billing and invoicing follow-up
• Coordinate the newsletter and content publishing schedule
• Capture and organize call notes and action items, and keep the practice running day to day

• 2+ years in a phone-forward role: lead follow-up, inside sales, appointment setting, client intake, or customer success, ideally supporting a U.S.-based company
• Excellent spoken English with a professional, confident phone presence suited to affluent U.S. clients
• Excellent written English, polished enough for direct client communication
• Demonstrated persistence: comfort running multiple outbound touches without being pushy
• CRM experience (Pipedrive strongly preferred, any CRM acceptable)
• Proven discretion handling confidential and financial information
• Reliable full-day availability during U.S. Central business hours

• Prior experience supporting a U.S. professional services firm (accounting, tax, legal, or financial services)
• Hands-on experience with TaxDome, Pipedrive, or Calendly
• Track record converting warm inbound leads to booked meetings
• Comfort drafting client-facing email

You are a confident, warm communicator who is genuinely comfortable on the phone and does not let a lead go cold. You are persistent without being pushy, and you take satisfaction in turning interest into booked calls. You are highly organized and detail-obsessed, proactive and self-directed, and you treat sensitive financial information with real discretion. You thrive in a small, fast-moving, founder-led environment where owning your lane matters more than following a manual.