Client Operations Specialist

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

Job summary

Padilla is seeking a detail‑oriented Operations Specialist to support client accounts and cross‑functional teams. You will own recurring processes and maintain project timelines to ensure smooth delivery.

You will coordinate budgeting, invoicing and compliance workflows with the finance team, verify documentation, and track hours and expenses across workstreams. Strong organizational, written communication and problem‑solving skills, plus comfort with Office tools and collaborating with senior

Qualifications

• 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.

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 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.

Skills

Client operations

Financial coordination

Org skills

Budgeting

Project management

Multitasking

Proofreading

Autonomy

Client interaction

Tools

Microsoft Office

PowerPoint

SharePoint

Document version control

AI tools

Job description

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 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.

Qualifications

• 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.
• 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

Compensation

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

Equal Employment Opportunity

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.