Finance and Operations Assistant with 3-7 Years of Experience

Klemchuk PLLC looking for a detail-oriented, systems-minded professional who will help strengthen both the financial and operational foundation of our businesses. This role will serve as a trusted resource for the numbers, processes, and systems behind our work. This is an in office position located in our Dallas office. No remote applications accepted. On the financial side, you will manage day-to-day responsibilities such as client billing, payments, accounts payable, accounts receivable, bookkeeping, KPI reporting, and monthly financial summaries. You will help ensure that leadership has accurate, timely information and a clear understanding of performance, trends, and areas that need attention. On the operational side, you will help turn ideas and recurring activities into organized, repeatable processes. You will identify inefficiencies, improve workflows, document SOPs, implement technology and automation, and train team members on the systems you create. You should genuinely enjoy figuring out how work gets done—and then finding a better, clearer, and more scalable way to do it. This is an ideal opportunity for someone who enjoys both precision and problem-solving. You are comfortable working in the details, but you also naturally step back to consider how the pieces fit together. You want the numbers to be accurate, the processes to make sense, and the team to have the tools and documentation needed to work effectively. The position will also coordinate selected projects across the law firm while providing limited administrative and operational support to the Managing Partner and leadership team. About Us Klemchuk PLLC is a nationally recognized boutique intellectual property and business law firm based in Dallas, Texas. We represent innovators, entrepreneurs, technology companies, and established businesses that are changing the world through innovation. Our Managing Partner is also an entrepreneur building several complementary businesses, including Engage Workspace and a growing intellectual property mediation practice. As these businesses grow, leadership needs timely, accurate financial information to understand performance, identify trends, and make sound decisions. Primary Responsibilities Accounting and Financial Operations Own client billing, Clio Payments, payment application, and related billing workflows. Maintain accurate day-to-day bookkeeping in QuickBooks Online, including transaction categorization, reconciliations, and coordination of month-end close activities. Manage accounts payable through Bill.com, including invoice routing, coding, approvals, payment scheduling, and vendor records. Monitor accounts receivable, aging, collections activity, and outstanding client balances; surface issues requiring follow-up. Prepare and verify daily deposit and trust-transfer reports while supporting accurate handling and documentation of client and trust funds. Maintain accurate financial data across Clio, QuickBooks Online, Bill.com, banking, and related systems; investigate and resolve discrepancies. Coordinate with outside accounting, tax, banking, or other financial partners as needed. Financial Reporting and Analysis Prepare daily and weekly financial reports, including Daily Deposits, Trust Transfers, accounts receivable, cash activity, and other key financial measures. Prepare weekly KPI and scorecard reports for leadership and ensure the underlying data is complete and accurate. Prepare monthly P&L and financial report summaries that clearly explain performance, significant variances, emerging trends, and areas requiring leadership attention. Track revenue, expenses, profitability, cash flow, collections, and other business drivers across the law firm, Engage Workspace, and mediation practice. Analyze financial and operating trends, identify anomalies or risks, and translate the findings into clear, actionable insights. Improve reporting tools and dashboards so leadership can quickly understand performance and make better decisions. Support budgeting, forecasting, and financial planning as the role and businesses grow. Systems, Projects, and Operational Support Coordinate selected projects across the law firm, Engage Workspace, and mediation practice, with an emphasis on projects involving financial or operational data. Improve financial and administrative workflows; document clear SOPs and internal controls. Use technology, AI, and automation to improve accuracy, efficiency, reporting, and visibility. Train team members on systems you create or improve. Provide limited administrative and operational support to the Managing Partner and leadership team as priorities require. You Might Be Our Person If You are a numbers person who genuinely enjoys accounting, reporting, spreadsheets, and finding the story behind the data. You understand a P&L and can explain financial results clearly to people who do not work in accounting. You notice when a number looks wrong and keep investigating until you understand why. You balance speed with accuracy and understand that financial details require discretion and care. You create order, follow consistent processes, and build safeguards that prevent errors. You take ownership, meet recurring deadlines, and can be trusted with confidential financial information. You are comfortable moving between detailed transactional work and higher-level analysis. You communicate professionally and raise concerns early, with context and potential solutions. You enjoy improving systems and helping others use them consistently. You enjoy working in the office and being available to the team each day. Qualifications Approximately 3–7 years of experience in financial operations, business operations, bookkeeping, process improvement, project coordination, or a similar cross-functional role. Hands‑on experience with QuickBooks Online and Microsoft Excel, including formulas, reconciliations, tracking, and financial reporting. Experience with billing, accounts payable, accounts receivable, bookkeeping, and recurring financial reporting. Ability to read and interpret profit-and-loss statements and identify meaningful variances, discrepancies, and trends. Demonstrated experience improving workflows, documenting SOPs, or creating repeatable business processes. Ability to take an initiative from an identified need through implementation, documentation, and team adoption. Strong organizational and project‑coordination skills, including the ability to manage recurring responsibilities alongside special projects. Comfort learning and implementing new technology, systems, automation, and AI tools. Strong written and verbal communication skills, including the ability to explain processes and financial information clearly. Exceptional attention to detail, sound judgment, and a high degree of integrity and confidentiality. Experience in a law firm, professional‑services firm, or multi‑business environment is helpful but not required. Experience with Clio, Bill.com, trust accounting, KPI dashboards, Monday.com, or process‑automation tools is strongly preferred. This Role Is Not for You If You view accounting as data entry and are not interested in understanding what the numbers mean. You are uncomfortable owning recurring financial deadlines or reconciling discrepancies. You need frequent reminders or close supervision to complete routine responsibilities. You do not enjoy detailed work, documentation, or maintaining consistent processes. You wait for someone else to identify errors or solve problems. Technology Helpful experience includes Apple computers, Microsoft 365 for Mac, advanced Excel spreadsheets and formulas, QuickBooks Online, Clio, Bill.com, banking platforms, Monday.com, and ChatGPT or other AI tools. We can teach specific software. We cannot teach ownership, financial curiosity, integrity, judgment, accuracy, and follow-through. What Success Looks Like Within your first year: Leadership receives accurate, timely, and consistent daily, weekly, and monthly financial reports. Billing, payments, accounts payable, accounts receivable, bookkeeping, and trust-transfer processes are dependable and well documented. The P&L and supporting reports are understood, reconciled, and translated into clear summaries for leadership. Financial trends, risks, and discrepancies are identified early instead of discovered after they become problems. Leadership has greater confidence in the numbers and more time to focus on clients, strategy, and growth. Financial and operational workflows are more efficient, scalable, and less dependent on any one person. Our Mission Our mission is to empower innovators to change the world. We believe one way we fulfill that mission is by providing unexpectedly great service while continually improving how we operate. We are looking for someone who will give our leadership team the financial clarity and confidence to build that future. #J-18808-Ljbffr Klemchuk PLLC