Client Operations Specialist

padilla construcciones; Richmond (VA); Hybrid; USD 45,000 - 55,000; Full time

Job summary

Padilla Construcciones is seeking a detail‑oriented Operations Coordinator to support client programs in a fast‑paced environment. You will own recurring processes, manage budgets and invoicing workflows, and ensure alignment between client requirements and supporting documentation.

You'll coordinate timelines across multiple stakeholders, handle travel and meeting logistics, and maintain high standards of quality and compliance while partnering with senior executives and client teams in a

Qualifications

• Experience supporting complex client accounts or programs.
• Experience coordinating financial, compliance or reporting processes.
• Exceptional organizational skills with attention to detail.
• Experience with budgets, invoicing or financial documentation.
• Experience managing project timelines and stakeholders.
• Ability to manage multiple priorities and deadlines.
• Strong written communication and proofreading skills.
• Ability to work independently and exercise sound judgment.
• Comfortable interacting with clients and senior executives.

Responsibilities

• Own recurring operational processes and documentation to keep client programs running.
• Coordinate deadlines and drive follow-up across the team.
• Build and maintain project timelines, trackers and shared resources.
• Identify opportunities to improve workflows and efficiency.
• Coordinate and maintain client budgeting, billing and compliance workflows.
• Verify financial docs, budgets and invoices before client submission.
• Assist with budget and hours tracking across workstreams.
• Maintain accurate financial records and supporting documentation.
• Anticipate operational needs and support account leadership.
• Coordinate travel, meetings and admin processes.
• Partner with client staff on scheduling.
• Coordinate client meetings, agendas and follow-ups.
• Proofread and quality-check client presentations, reports and budgets.
• Verify alignment between requirements, budgets and docs.
• Maintain version control and document integrity.

Skills

Client accounts

Financial processes

Organizational skills

Budgets & invoicing

Project timelines

Multitasking

Communication

Independent work

Client interaction

Tools

Microsoft Office

Excel

PowerPoint

SharePoint

Version control

AI tools

Job description

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 workstreams
• 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 workstreams
• 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 workstreams

What You Bring

• 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

Technical Skills

• 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

Personal Attributes

• 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