Operations and Administrative Assistant

This is a fully remote position, open to applicants in United States.

📋 Description

• Deliver administrative and operational assistance to attorneys and staff members.

• Handle high-volume data entry tasks efficiently.

• Prepare, format, proofread, and maintain various documents, correspondence, reports, and spreadsheets.

• Organize and manage electronic files and administrative records effectively.

• Oversee scheduling, follow-ups, research, and completion of administrative tasks.

• Evaluate work for accuracy, completeness, and consistency.

• Detect and resolve discrepancies, missing information, and potential issues.

• Collaborate with team members to meet deadlines and operational priorities.

• Suggest enhancements to systems and procedures.

• Prepare and evaluate client invoices.

• Keep billing records, payment details, and client account balances up to date.

• Monitor outstanding invoices and assist with accounts receivable and collections.

• Track retainers, payments, and outstanding balances meticulously.

• Investigate any billing discrepancies that arise.

• Provide assistance with bookkeeping, financial tracking, and reconciliation tasks.

• Utilize AI tools to enhance efficiency and productivity, while independently verifying outputs.

• Create and refine templates, checklists, procedures, and automated workflows.

• Learn new software and systems autonomously.

• Uphold confidentiality when utilizing technology.

⛳️ Requirements

• Outstanding organizational skills and keen attention to detail.

• Excellent written and verbal communication abilities.

• Capability to independently compose clear and professional correspondence.

• Proficient in Microsoft Office or Google Workspace, particularly with spreadsheets.

• Strong critical-thinking, analytical, and problem-solving skills.

• Ability to prioritize and manage competing deadlines in a fast-paced environment.

• Self-assured in making appropriate decisions without constant supervision.

• Strong follow-through and a sense of personal accountability.

• Comfort with financial records, numbers, and detailed administrative data.

• Experience utilizing AI tools to enhance daily work processes.

• Capacity to handle confidential information with discretion and professionalism.

• Proficient in working with computers, software, and online systems.

• Ability to quickly learn new software and technology.

• Basic familiarity with AI tools such as ChatGPT, Claude, Gemini, Microsoft Copilot, or similar platforms.

• Willingness to learn and integrate AI into everyday tasks.

• Previous administrative or office experience is preferred.

• Experience in billing, invoicing, accounts receivable, collections, or bookkeeping is preferred.

• Background in law firms or professional services is preferred.

• Familiarity with tools such as Clio, LawPay, DocuSign, Zoho, Asana, Microsoft 365, Google Workspace, Zapier, Make, Power Automate, or similar platforms is preferred.

• Basic knowledge of SEO or website management is preferred.

• Experience in document formatting and preparing professional business documents is preferred.

🏝️ Benefits

• Fully remote work setup.

• Access to training, guidance, and support.

• Engagement as an independent contractor.

• Opportunity to enhance systems, procedures, templates, checklists, and workflows.

• Utilize AI and technology tools to boost efficiency and productivity.