Remote Operations & Administrative Specialist (AI & Billing)

Carbon Law Group, P.C.; Los Angeles (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

Carbon Law Group, P.C. in Los Angeles is seeking an Administrative & Operations Assistant for a remote role supporting the day-to-day operations of our law firm.

This position emphasizes administrative support, billing, data entry, file organization, and general operational tasks, with the use of AI tools to improve efficiency and streamline repetitive processes. The ideal candidate is highly organized, dependable, and detail-oriented, with comfort using technology and a willingness to learn.

Qualifications

• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Comfortable with computers, software, and online systems.
• Ability to learn new software and technology quickly.
• Basic proficiency with Microsoft Office or Google Workspace.
• Ability to work independently and manage multiple tasks and deadlines.
• Strong follow-through and dependability.
• Ability to maintain accuracy when handling financial and administrative information.
• Basic familiarity with AI tools such as ChatGPT, Claude, Gemini, Microsoft Copilot, or similar platforms.
• Willingness to learn and use AI as part of everyday work.
• Ability to handle confidential client and business information professionally.

Responsibilities

• Provide general administrative and operational support to the firm and team members.
• Perform accurate data entry and maintain organized digital records.
• Organize, format, and maintain documents, files, spreadsheets, and other firm materials.
• Assist with preparing, formatting, and proofreading correspondence, documents, reports, and other materials.
• Maintain and organize electronic files and folders.
• Assist with scheduling, follow-ups, research, and other administrative tasks as needed.
• Help monitor and maintain internal systems, records, and administrative workflows.
• Provide backup support to team members on various administrative projects.
• Identify opportunities to improve organization, consistency, and efficiency in administrative processes.
• Prepare and draft client invoices.
• Follow up with clients regarding outstanding invoices and payments.
• Assist with accounts receivable and collections-related administrative tasks.
• Maintain accurate billing records and update payment information as needed.
• Assist with tracking retainers, payments, outstanding balances, and other billing information.
• Help identify and resolve basic billing discrepancies.
• Provide administrative support for basic bookkeeping and accounting-related tasks.
• Coordinate with the firm's billing team as needed.
• Use AI tools to assist with administrative, billing, research, writing, and other day-to-day tasks.
• Identify repetitive administrative tasks that may be improved through AI or automation.
• Assist with creating and maintaining simple automated workflows.
• Research new AI tools and make recommendations when they may improve efficiency.
• Help the team incorporate AI into existing processes and workflows.
• Use AI responsibly while maintaining accuracy, confidentiality, and appropriate professional judgment.
• Assist with basic SEO and Google ranking initiatives.
• Conduct basic research related to website visibility and online presence.
• Assist with formatting and preparing website or marketing content.
• Identify opportunities to use AI and technology to support the firm's marketing efforts.

Job description

Carbon Law Group, P.C. in Los Angeles is seeking an Administrative & Operations Assistant for a remote role supporting the day-to-day operations of our law firm.

This position emphasizes administrative support, billing, data entry, file organization, and general operational tasks, with the use of AI tools to improve efficiency and streamline repetitive processes. The ideal candidate is highly organized, dependable, and detail-oriented, with comfort using technology and a willingness to learn.