Administrative Operations Specialist

Job Description

Job Description

If you love Excel, get excited about a great formula, and cannot resist turning messy data into something organized and useful, this is your opportunity to become the Administrative & Operations Specialist for a growing professional services firm.

This opportunity ideal for someone who is highly tech-savvy, analytical, and exceptionally organized. You enjoy building spreadsheets, working with formulas, sorting and analyzing data, spotting inconsistencies, and finding smarter ways to organize information and improve how work gets done.

Your work will touch nearly every part of the business, including operational reporting, billing and collections, client onboarding, scheduling, office operations, data management, and marketing support. If clean data makes you happy, spreadsheet problems feel like puzzles, and you love being the person who keeps information accurate, systems organized, and work moving forward, this could be your perfect fit.

Administrative Operations Specialist – Your Job Duties

You will own the administrative and operational processes that support the firm's daily operations and client experience including client onboarding, file set up, billing and producing reporting.

• Manage the complete client billing process including preparing, reviewing, sending, and following up on invoices.
• Track accounts receivable, collections activity, payment status, aging reports, and respond to client billing questions.
• Prepare engagement letters and coordinate new client onboarding, client setup, and matter creation within the firm's case management system.
• Maintain organized electronic client files, contact information, and matter records.
• Manage scheduling and calendar coordination for attorneys and team members.
• Support team with workflow tracking, reminders, follow ups and project coordination.
• Maintain billing reports, operational reports, and key performance metrics.
• Support marketing initiatives by maintaining CRM records, contact databases, coordinating email campaigns, supporting LinkedIn activity, and tracking business development follow up.
• Utilize software including Clio, Microsoft Office, Outlook, Excel, Adobe Acrobat, AI tools such as Claude, and other business software platforms.

Administrative Operations Specialist – You Have (Required Skills, Experience & Team Fit)

You have:

• Prior experience with billing, accounts receivable, collections, office administration, office management, or operations coordination.
• Strong technology skills with the ability to quickly learn new software platforms and comfortably work across multiple systems – you are comfortable with lots of tech, very strong in MS Excel (complex multi-tab spreadsheets and formulas)
• You are experienced at working in a small office where you manage up
• Excellent written and verbal communication skills with a polished, professional client service approach.
• A proactive mindset where you naturally identify opportunities to improve processes, create efficiencies, and make the business run better.

You might have:

• Experience using QuickBooks Online or similar accounting software.

Administrative Operations Specialist – Compensation & Benefits for You

Your compensation will be $33 to $36 per hour based on your experience.

Part time schedule is available. You will enjoy a flexible hybrid schedule with the opportunity to work either part time or full time, approximately 25 to 40 hours per week, working 3 days each week in the office and the remaining dates remotely.

If you work 35 hours or more each week, you will be eligible for company sponsored health insurance benefits. You are eligible to participate in the company 401k plan and receive paid time off.