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Operations and Administrative Assistant
Carbon Law Group. Provide administrative and operational support to attorneys and staff .
Core Competencies
Role fitCore Competencies
Use this summary to align your resume positioning with the role.
Demonstrates exceptional organizational skills and attention to detail while managing administrative tasks, financial records, and client communications. Proficient in using AI tools and software to enhance productivity and streamline operations.
Highest-signal resume keywords
Microsoft Office ProficiencyData Entry ManagementBilling And Invoicing ExperienceAI Tools UtilizationDocument Formatting And Preparation
ATS Keywords
Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills
Data EntryDocument PreparationFinancial TrackingBookkeepingInvoicingAccounts ReceivableProblem-SolvingCritical ThinkingSchedulingResearch
Soft Skills
Organizational SkillsAttention To DetailWritten CommunicationVerbal CommunicationPersonal Accountability
Tools & Technologies
Microsoft 365Google WorkspaceClioLawPayDocuSignZohoAsanaZapierMakePower Automate
Industry Keywords
Law Firm ExperienceProfessional Services ExperienceBilling RecordsConfidential Information ManagementSEO Knowledge
About the role
Key responsibilities & impact- Provide administrative and operational support to attorneys and staff
- Manage high-volume data entry
- Prepare, format, proofread, and maintain documents, correspondence, reports, and spreadsheets
- Maintain organized electronic files and administrative records
- Manage scheduling, follow-ups, research, and administrative assignments through completion
- Review work for accuracy, completeness, and consistency
- Identify and resolve discrepancies, missing information, and potential issues
- Coordinate with team members to meet deadlines and operational priorities
- Recommend improvements to systems and procedures
- Prepare and review client invoices
- 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
- Investigate billing discrepancies
- Assist with bookkeeping, financial tracking, and reconciliation
- Use AI tools to improve efficiency and productivity, while independently verifying outputs
- Develop and improve templates, checklists, procedures, and automated workflows
- Learn new software and systems independently
- Maintain confidentiality when using technology
Requirements
What you’ll need- 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
- Comfortable working with computers, software, and online systems
- Ability to learn new software and technology quickly
- 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
- Previous administrative or office experience preferred
- Billing, invoicing, accounts receivable, collections, or bookkeeping experience preferred
- Law firm or professional services experience preferred
- Familiarity with Clio, LawPay, DocuSign, Zoho, Asana, Microsoft 365, Google Workspace, Zapier, Make, Power Automate, or similar tools preferred
- Basic knowledge of SEO or website management preferred
- Experience with document formatting and preparing professional business documents preferred
Benefits
Comp & perks- Fully remote work arrangement
- Training, guidance, and support
- Independent contractor engagement
- Opportunity to improve systems, procedures, templates, checklists, and workflows
- Use of AI and technology tools to improve efficiency and productivity