Operations and Administrative Assistant

Job Description

Job Description

This is a remote position.

We are looking for a highly organized and dependable Administrative & Operations Assistant to support the day-to-day operations of our law firm.

This role will primarily focus on administrative support, billing, invoicing, data entry, file organization, and general operational tasks , while also assisting the firm with the use of AI tools and automation to improve efficiency and streamline repetitive processes.

The ideal candidate is comfortable with technology and interested in learning how AI can be incorporated into everyday business operations. You do not need to be an AI expert, but you should be comfortable using AI tools, learning new technology, and identifying simple opportunities to improve the way we work.

We are looking for someone who is organized, dependable, detail-oriented, proactive, and willing to learn . We are open to candidates who may not have experience with every responsibility listed below, provided they demonstrate the ability and willingness to learn.

Key Responsibilities

Administrative & Operations Support

• Provide general administrative and operational support to the firm and team members.
  
• Perform accurate data entry and maintain organized digital records.
  
• Organize, format, and maintain documents, files, spreadsheets, and other firm materials.
  
• Assist with preparing, formatting, and proofreading correspondence, documents, reports, and other materials.
  
• Maintain and organize electronic files and folders.
  
• Assist with scheduling, follow-ups, research, and other administrative tasks as needed.
  
• Help monitor and maintain internal systems, records, and administrative workflows.
  
• Provide backup support to team members on various administrative projects.
  
• Identify opportunities to improve organization, consistency, and efficiency in administrative processes.
  

Billing & Accounting Support

• Prepare and draft client invoices.
  
• Follow up with clients regarding outstanding invoices and payments.
  
• Assist with accounts receivable and collections-related administrative tasks.
  
• Maintain accurate billing records and update payment information as needed.
  
• Assist with tracking retainers, payments, outstanding balances, and other billing information.
  
• Help identify and resolve basic billing discrepancies.
  
• Provide administrative support for basic bookkeeping and accounting-related tasks.
  
• Coordinate with the firm's billing team as needed.
  

AI & Automation

• Use AI tools to assist with administrative, billing, research, writing, and other day-to-day tasks.
  
• Identify repetitive administrative tasks that may be improved through AI or automation.
  
• Assist with creating and maintaining simple automated workflows.
  
• Research new AI tools and make recommendations when they may improve efficiency.
  
• Help the team incorporate AI into existing processes and workflows.
  
• Use AI responsibly while maintaining accuracy, confidentiality, and appropriate professional judgment.
  

SEO & Online Support

• Assist with basic SEO and Google ranking initiatives.
  
• Conduct basic research related to website visibility and online presence.
  
• Assist with formatting and preparing website or marketing content.
  
• Identify opportunities to use AI and technology to support the firm's marketing efforts.
  

Requirements Required:

• Strong organizational skills and attention to detail.
  
• Excellent written and verbal communication skills.
  
• Comfortable working with computers, software, and online systems.
  
• Ability to learn new software and technology quickly.
  
• Basic proficiency with Microsoft Office or Google Workspace.
  
• Ability to work independently and manage multiple tasks and deadlines.
  
• Strong follow-through and dependability.
  
• Ability to maintain accuracy when handling financial and administrative information.
  
• Basic familiarity with AI tools such as ChatGPT, Claude, Gemini, Microsoft Copilot, or similar platforms.
  
• Willingness to learn and use AI as part of everyday work.
  
• Ability to handle confidential client and business information professionally.
  

Preferred:

• Previous administrative or office experience.
  
• Experience with billing, invoicing, accounts receivable, collections, or bookkeeping.
  
• Experience working in a law firm or professional services environment.
  
• Familiarity with legal practice-management or billing software such as Clio or LawPay.
  
• Experience with DocuSign, Zoho, Asana, Google Workspace, Microsoft 365, or similar platforms.
  
• Experience with AI tools beyond basic chatbot use.
  
• Experience with automation tools such as Zapier, Make, or Power Automate.
  
• Basic knowledge of SEO or website management.
  
• Experience with document formatting and preparing professional business documents.
  

What We're Looking For

The most important qualities we are looking for are:

• Dependability – You can be trusted to complete tasks accurately and on time.
  
• Attention to Detail – You notice errors and take pride in producing accurate work.
  
• Organization – You can keep track of multiple tasks, files, deadlines, and priorities.
  
• Initiative – You look for ways to help and improve processes rather than waiting to be told what to do.
  
• Technology Comfort – You are comfortable learning and using new software and tools.
  
• Curiosity – You are interested in learning how AI and technology can make work easier and more efficient.
  
• Resourcefulness – You are willing to research and figure things out when you encounter something unfamiliar.
  
• Professionalism – You understand the importance of confidentiality, accuracy, and professionalism when working in a law firm.