Administrative Operations Specialist

GrowthWise Search Partners; Rocklin (CA); On-site; USD 45,000 - 50,000; Part time

Benefits offered by this job

Health insurance (35+ hrs)

401k plan

Paid time off

Flexible hybrid schedule

3 days in-office per week

Job summary

GrowthWise Search Partners in Rocklin, CA is seeking an Administrative & Operations Specialist to keep billing, onboarding, scheduling, and reporting on track and moving forward.

You will own administrative and operational processes, handle invoicing and accounts receivable, maintain client files, coordinate calendars, and support CRM, marketing, and business development activities using Clio, Microsoft Office, Outlook, Excel, and PDF tools.

Qualifications

• Experience with billing, accounts receivable, collections, and office administration.
• Experience in a professional services environment (law, CPA, architecture, engineering, consulting) with billable time.
• Strong tech skills and the ability to learn new software quickly.
• Proficiency with Microsoft Office (Outlook, Word, Excel) and PDF editing.
• Excellent organization, attention to detail, and ability to manage multiple priorities.
• Ability to work independently after priorities are set.

Responsibilities

• Manage the complete client billing process from invoice preparation to follow-up.
• Track accounts receivable, payments, aging reports, and respond to billing questions.
• Prepare engagement letters and coordinate onboarding and matter creation in the case management system.
• Maintain organized electronic client files and matter records.
• Manage scheduling and calendar coordination for attorneys and team members.
• Support workflow tracking, reminders, and project coordination.
• Maintain billing and operational reports and key performance metrics.
• Support marketing efforts by maintaining CRM records, coordinating email campaigns, and tracking business development follow up.
• Use Clio, Microsoft Office suite, Outlook, Excel, Adobe Acrobat, and other business software.

Skills

Billing

Accounts receivable

Collections

Office administration

Operations coordination

Microsoft Office

Clio

CRM management

Marketing coordination

Business development

Tools

Clio

Microsoft Office

Outlook

Excel

Adobe Acrobat

PDF editing

Job description

If you love being the person who keeps everything organized, on track, and moving forward, this is your opportunity to become the Administrative & Operations Specialist for a growing professional services firm. (Part time or full time opportunity to fit your schedule!)

Your work will touch nearly every part of the business. From billing and collections to client onboarding, scheduling, office operations, operational reporting, and marketing support, you will keep everything running smoothly. Your organization, technology skills, and attention to detail will directly impact client service, cash flow, and the firm’s continued growth.

Administrative & Operations Specialist – Your Job Duties

You will own the administrative and operational processes that support the firm’s daily operations and client experience.

You will:

• 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.
• Prior experience working in a professional services environment such as a law firm, CPA firm, architecture firm, engineering firm, consulting firm, or another organization with billable time.
• Strong technology skills with the ability to quickly learn new software platforms and comfortably work across multiple systems throughout the day.
• Prior experience using Microsoft Office including Outlook, Word, Excel, Adobe Acrobat, and PDF editing.
• Exceptional organization and follow through. You naturally keep projects, deadlines, and people on track while ensuring nothing falls through the cracks.
• The ability to prioritize competing responsibilities while maintaining accuracy and attention to detail.
• The ability to work independently once priorities and expectations have been established.
• 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:

• Prior experience using the Clio case management and billing platform.
• Experience supporting legal client intake or matter management.
• Prior experience supporting CRM management, marketing coordination, or business development activities.

Administrative & Operations Specialist – Compensation & Benefits for You

Your compensation will be $33 to $36 per hour based on your experience, with flexibility for an exceptional candidate.

• 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.
• 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.