Client Operations Specialist

Padilla•Richmond, VA

1d•Hybrid

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

Nice To Haves

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.