Client Operations Specialist

What You’ll Do 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

• 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

• 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

• 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 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