Operations and Administrative Assistant

Carbon Law Group; United States; Remote; USD 6,900 - 14,000; Full time

Job summary

Carbon Law Group is seeking an organized Administrative & Operations Assistant to support daily operations, billing, and administrative workflows. This is a fully remote, independent contractor engagement with rate $5–$10 USD per hour depending on experience.

You will handle high-volume data entry, document preparation, client invoicing, basic bookkeeping, and the development of templates and automated workflows while ensuring accuracy and confidentiality.

Qualifications

• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to independently draft clear, professional correspondence.
• Proficiency with Microsoft Office or Google Workspace, including spreadsheets.
• Strong critical-thinking, analytical, and problem-solving skills.
• Ability to manage competing priorities and deadlines in a fast-paced environment.
• Confidence making appropriate decisions without constant supervision.
• Strong follow-through and personal accountability.
• Comfort working with financial records, numbers, and detailed administrative information.
• Experience using AI tools to support everyday work.

Responsibilities

• Provide reliable administrative and operational support to attorneys and staff.
• Manage high-volume data entry with accuracy and consistency.
• Prepare, format, proofread, and maintain professional documents, correspondence, reports, and spreadsheets.
• Maintain organized electronic files and administrative records in accordance with established procedures.
• Manage scheduling, follow-ups, research, and administrative assignments through completion.
• Review work for accuracy, completeness, and consistency before submission.
• Identify discrepancies, missing information, and potential issues, and take appropriate steps to resolve them.
• Coordinate with team members to ensure deadlines and operational priorities are met.
• Recommend improvements to existing systems and procedures.

Skills

Organizational skills

Communication skills

Draft professional correspondence

MS Office / Google Workspace

Critical thinking

Multitasking

Independent decision-making

Attention to detail

Confidential information handling

AI tools experience

Tools

Clio

LawPay

DocuSign

Zoho

Asana

Microsoft 365

Google Workspace

Zapier

Make

Power Automate

Job description

This is a remote position. Administrative & Operations Assistant Carbon Law Group Fully remote Independent contractor

About the Role

Carbon Law Group is a busy, fast-paced law firm looking for a highly organized, resourceful, and detail-oriented Administrative & Operations Assistant to support our daily operations, billing, and administrative workflows. We have established systems, processes, and high standards for how work gets done. We are looking for someone who can step into that environment, learn quickly, take ownership of their responsibilities, and help us continuously improve. This is not a role for someone who needs constant direction or supervision. You will receive training, guidance, and support, but we expect you to think independently, exercise sound judgment, and take initiative. You should be comfortable reviewing information critically, identifying discrepancies, making appropriate decisions within your responsibilities, and knowing when something requires escalation. We value people who don’t simply complete tasks but take the time to understand what they’re doing, why it matters, and whether there’s a better way to accomplish it. Our team manages multiple priorities and works at a fast pace. Attention to detail, responsiveness, and follow-through are essential. You must be able to maintain accuracy under pressure without needing someone to review every step or remind you of outstanding assignments. We are not looking for someone who simply follows instructions. We are looking for someone who thinks, takes ownership, and improves the work they touch.

This is a fully remote, independent contractor engagement. We work with contractors outside the United States and welcome international applicants. You would be engaged as an independent contractor — responsible for your own taxes, equipment, and internet — not as an employee. Rate is $5–10 USD per hour depending on experience.

Key Responsibilities

Administrative & Operations Support

• Provide reliable administrative and operational support to attorneys and staff.
• Manage high-volume data entry with accuracy and consistency.
• Prepare, format, proofread, and maintain professional documents, correspondence, reports, and spreadsheets.
• Maintain organized electronic files and administrative records in accordance with established procedures.
• Manage scheduling, follow-ups, research, and administrative assignments through completion.
• Review work for accuracy, completeness, and consistency before submission.
• Identify discrepancies, missing information, and potential issues, and take appropriate steps to resolve them.
• Coordinate with team members to ensure deadlines and operational priorities are met.
• Recommend improvements to existing systems and procedures.

Billing & Accounting Support

• Prepare and review client invoices for accuracy.
• Maintain billing records, payment information, and client account balances.
• Monitor outstanding invoices and assist with accounts receivable and collections.
• Track retainers, payments, and outstanding balances.
• Identify and investigate billing discrepancies.
• Assist with basic bookkeeping, financial tracking, and reconciliation.
• Coordinate with the firm’s billing team to ensure timely and accurate financial administration.

Technology, AI & Process Improvement

• Use AI tools such as ChatGPT, Claude, Gemini, or Copilot to improve efficiency and productivity.
• Review and verify AI-generated work rather than relying on outputs without independent evaluation.
• Identify opportunities to streamline recurring administrative and billing tasks.
• Help develop and improve templates, checklists, procedures, and automated workflows.
• Learn new software and systems independently.
• Recommend practical improvements that reduce errors, save time, and strengthen existing processes.
• Exercise discretion and maintain confidentiality when using technology.

Qualifications Required

• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to independently draft clear, professional correspondence.
• Proficiency with Microsoft Office or Google Workspace, including spreadsheets.
• Strong critical-thinking, analytical, and problem-solving skills.
• Ability to manage competing priorities and deadlines in a fast-paced environment.
• Confidence making appropriate decisions without constant supervision.
• Strong follow-through and personal accountability.
• Comfort working with financial records, numbers, and detailed administrative information.
• Experience using AI tools to support everyday work.
• Ability to handle confidential information with discretion and professionalism.

Preferred

• Previous administrative or operations experience.
• Billing, invoicing, accounts receivable, collections, or bookkeeping experience.
• Law firm or professional services experience.
• Familiarity with Clio, LawPay, or similar practice-management software.
• Experience with DocuSign, Zoho, Asana, Microsoft 365, or Google Workspace.
• Familiarity with Zapier, Make, Power Automate, or other automation tools.

What Makes Someone Successful Here

• Independent thinking: You can evaluate information, make informed decisions within your authority, and recognize when guidance is needed.
• Attention to detail: You review your own work, catch inconsistencies, and take responsibility for accuracy.
• Ownership: You manage assignments from start to finish, including necessary follow-ups, without repeated reminders.
• Prioritization: You can balance competing requests, assess urgency, and adjust when priorities change.
• Initiative: You anticipate needs, identify opportunities for improvement, and take appropriate action.
• Problem-solving: You investigate issues and come prepared with possible solutions rather than simply reporting a problem.
• Adaptability: You learn new systems, accept feedback, and continuously improve your approach.
• Professional judgment: You understand the difference between decisions you can make independently and matters requiring attorney or management approval.

Who This Role Is Not For

We believe in being transparent about expectations. This position may not be the right fit if you:

• Prefer to receive detailed, step-by-step instructions for every assignment.
• Need frequent reminders or supervision to manage your workload.
• Complete tasks without reviewing the accuracy or quality of your work.
• Are uncomfortable making decisions or solving routine problems independently.
• Struggle to prioritize when multiple assignments require attention.
• Wait for someone else to identify issues or suggest improvements.
• Prefer repetitive work without opportunities or expectations to improve existing processes.
• Rely on AI or technology without verifying the results.
• Have difficulty accepting feedback or taking accountability for mistakes.

In return, we provide the tools, training, and support needed to succeed.

What We're Looking For

The most important qualities we are looking for are:

• Dependability – You can be trusted to complete tasks accurately and on time.
• Attention to Detail – You notice errors and take pride in producing accurate work.
• Organization – You can keep track of multiple tasks, files, deadlines, and priorities.
• Initiative – You look for ways to help and improve processes rather than waiting to be told what to do.
• Technology Comfort – You are comfortable learning and using new software and tools.
• Curiosity – You are interested in learning how AI and technology can make work easier and more efficient.
• Resourcefulness – You are willing to research and figure things out when you encounter something unfamiliar.
• Professionalism – You understand the importance of confidentiality, accuracy, and professionalism when working in a law firm.