Client Operations Specialist

Client Operations Specialist

Richmond, Virginia, United States

Want to make a meaningful career move? Think:
Padilla. We celebrate our people – and honor their potential. It starts with a warm, inclusive workplace. Ample opportunities to learn and to lead. Other pluses? Fulfilling mentorship opportunities and great celebrations. And caring workers who love creating award-winning work. Come build, grow, and connect with Padilla. We'll help you be your best.

As a Client Operations Specialist, you'll serve as a critical member of one of the agency's largest and most complex client teams. Working closely with account leadership, client stakeholders and Padilla's finance team, you'll help coordinate day-to-day operations, manage project timelines, oversee financial workflows and ensure client deliverables are completed accurately and on schedule. This is a highly visible, client-facing role that requires exceptional organization, attention to detail and the ability to keep multiple priorities moving simultaneously.

The ideal candidate thrives in a fast-paced environment, enjoys creating order from complexity, and takes ownership of keeping client work organized, accurate and on schedule.

Drive Operational Excellence

• Own recurring operational processes and documentation that keep the client program running smoothly
• Coordinate deadlines, drive follow-up on action items and keep work moving across the team
• 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
• Strong Excel skills
• PowerPoint formatting and production experience
• Experience working with shared document platforms (SharePoint of 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

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