Client Operations Specialist
About The Position
As a Client Operations Specialist, you'll serve as a critical member of one of the agency's largest and most complex client teams. Working closely with account leadership, client stakeholders and Padilla's finance team, you'll help coordinate day-to-day operations, manage project timelines, oversee financial workflows and ensure client deliverables are completed accurately and on schedule. This is a highly visible, client-facing role that requires exceptional organization, attention to detail and the ability to keep multiple priorities moving simultaneously. The ideal candidate thrives in a fast-paced environment, enjoys creating order from complexity, and takes ownership of keeping client work organized, accurate and on schedule.
Requirements
- 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
- Advanced Microsoft Office proficiency
- Strong Excel skills
- PowerPoint formatting and production experience
- Experience working with shared document platforms (SharePoint of similar)
- Document management and version control experience
- Experience leveraging AI tools
- Proactive and resourceful
- Highly organized
- Strong follow-through
- Comfortable managing ambiguity
- Service-oriented mindset
- Collaborative and team-focused
- Dependable and accountable
Responsibilities
- Drive Operational Excellence: Own recurring operational processes and documentation that keep the client program running smoothly
- Coordinate deadlines, drive follow-up on action items and keep work moving across the team
- 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
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
