Lead Follow-Up & Client Operations Specialist

Tax Advisory Practice — Fully Remote

Employment: Full-time IC
Location: Remote
Schedule: Full overlap with U.S. Central business hours (approximately 8:00 AM–5:00 PM CST) — live availability during the U.S. workday is essential
Reports to: Founder / CPA

About the Company

We are a boutique, U.S.-based (Houston, TX) CPA-led tax advisory firm specializing in proactive tax strategy for business owners, high-income professionals, and real estate investors. Unlike traditional CPAs who only surface at filing time, the firm builds and executes year-round strategy: entity structuring, retirement plan design, cost segregation, and real estate tax planning. The practice is founder-led and growing quickly on the strength of inbound content and referrals, and is now building out its operational backbone to keep pace.

About the Role

Strong inbound interest is coming in faster than it can be worked, and warm leads are going cold for lack of consistent, persistent follow-up. This role exists to fix that: to own the pursuit of every inbound lead until they book a consultation or clearly decline, and to keep the surrounding client operations running so the founder can stay on high-value strategy.

This is a client-facing, phone-forward role representing the firm's voice to affluent prospects. Spoken and written English polish, warmth, persistence, and discretion with confidential financial information are all essential. You will start with hands-on training and then be expected to run these workflows independently.

Key Responsibilities

Primary Function — Lead Follow-Up & Conversion

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

Client Onboarding & Workflow

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

Scheduling & Inbox

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

Document & Data Prep

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

Administrative & Content Support

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

Required Qualifications

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

Preferred Qualifications

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

Ideal Candidate Profile

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.

Why Join

Direct access to the founder, real ownership of the pipeline that drives the firm's growth, and room to grow as the practice scales. Stable, full-time, remote.

Lead Follow-Up & Client Operations Specialist - 20188