Client Operations Specialist

Responsibilities

• Drive Operational Excellence:
  Own recurring operational processes and documentation that keep the client program running smoothly; coordinate deadlines and follow-up; build and maintain project timelines, trackers and shared resources across multiple work streams; identify opportunities to improve recurring workflows and operational efficiency.
• Support Client Financial Operations:
  Coordinate and maintain client‑specific budgeting, billing and compliance workflows; verify financial documentation, budgets and invoices for accuracy and compliance before client submission, partnering with Padilla’s finance team to resolve discrepancies; assist with budget and hours tracking across multiple work streams; maintain accurate financial records and supporting documentation.
• Provide Administrative Support:
  Anticipate operational needs and provide day‑to‑day support for account leadership; coordinate travel, meeting logistics and administrative processes; partner with client administrative staff on scheduling and coordination; coordinate client meetings, agendas, action items and follow‑up communications.
• Ensure Quality and Compliance:
  Proofread and quality‑check client‑facing presentations, reports, budgets and correspondence to ensure accuracy, consistency and a polished final product; verify alignment between client requirements, approved budgets and supporting documentation; maintain version control and document integrity across work streams.

• Experience supporting complex client accounts, programs or business operations.
• Experience coordinating financial, compliance or reporting‑related processes.
• Exceptional organizational skills with meticulous attention to detail and follow‑through.
• Experience working with budgets, invoicing processes or financial documentation.
• Experience managing project timelines, coordinating multiple stakeholders and driving work to completion.
• Ability to manage multiple priorities and deadlines simultaneously.
• Strong written communication and proofreading skills.
• Demonstrated ability to work independently and exercise sound judgment.
• Comfortable interacting directly with clients and senior executives.

• Advanced Microsoft Office proficiency.
• PowerPoint formatting and production experience.
• Experience working with shared document platforms (SharePoint or similar).
• Document management and version control experience.
• Experience leveraging AI tools.

• Proactive and resourceful.
• Highly organized.
• Strong follow‑through.
• Comfortable managing ambiguity.
• Service‑oriented mindset.
• Collaborative and team‑focused.
• Dependable and accountable.

#LI-Hybrid

US salary range: $45,000 - $55,000 USD

As set forth in Padilla’s Equal Employment Opportunity policy, we do not discriminate on the basis of any protected group status under any applicable law.