[Hiring] Lead Follow-Up & Client Operations Specialist @Somewhere

Role Description

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.

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.

Benefits

• Direct access to the founder.
• Real ownership of the pipeline that drives the firm's growth.
• Room to grow as the practice scales.
• Stable, full-time, remote position.