Operations and Administrative Assistant
Job Location:
Los Angeles, CA - USA
Salary:
Experience Required:
Posted:
Application Deadline:
Vacancies:
Job Summary
This is a remote position.
- 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 firms billing team as needed.
AI & Automation
- 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.
SEO & Online Support
- 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 firms marketing efforts.
- Strong organizational skills and attention to detail.
- Excellent written and verbal communication skills.
- Comfortable working 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.
Preferred:
- Previous administrative or office experience.
- Experience with billing invoicing accounts receivable collections or bookkeeping.
- Experience working in a law firm or professional services environment.
- Familiarity with legal practice-management or billing software such as Clio or LawPay.
- Experience with DocuSign Zoho Asana Google Workspace Microsoft 365 or similar platforms.
- Experience with AI tools beyond basic chatbot use.
- Experience with automation tools such as Zapier Make or Power Automate.
- Basic knowledge of SEO or website management.
- Experience with document formatting and preparing professional business documents.
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.
Required Skills:
Requirements Required: Strong organizational skills and attention to detail. Excellent written and verbal communication skills. Comfortable working 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. Preferred: Previous administrative or office experience. Experience with billing invoicing accounts receivable collections or bookkeeping. Experience working in a law firm or professional services environment. Familiarity with legal practice-management or billing software such as Clio or LawPay. Experience with DocuSign Zoho Asana Google Workspace Microsoft 365 or similar platforms. Experience with AI tools beyond basic chatbot use. Experience with automation tools such as Zapier Make or Power Automate. Basic knowledge of SEO or website management. Experience with document formatting and preparing professional business documents. What Were 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.
