Client Operations Specialist

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. 

What You'll Do 

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  

What You Bring 

• 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 

Technical Skills 

• 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  

Personal Attributes 

• Proactive and resourceful 

• Highly organized 

• Strong follow-through 

• Comfortable managing ambiguity 

• Service-oriented mindset 

• Collaborative and team-focused 

• Dependable and accountable 

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