Operations Assistant in Pavago

At Pavago we are hiring an Operations Assistant to support our client in managing daily administrative tasks, client coordination, and internal operations. This role is ideal for someone who is proactive, detail-oriented, and thrives in a fast-paced environment. You will be supporting the smooth day-to-day functions of our law firm. You’ll manage calendars, assist with billing and vendor coordination, and ensure a seamless client intake process. Your role includes maintaining strong client relationships, handling communications, and organizing internal systems.

As an Operations Assistant, you will play a crucial role in supporting daily administrative and operational tasks to ensure smooth and efficient functioning of client services and internal processes. Your responsibilities will include:

• Billing Support: Assisting with tracking attorney time, preparing and sending invoices, and following up on client payments to maintain timely and accurate billing cycles.
• Vendor Management: Coordinating with external service providers, managing vendor relationships, handling contract renewals, and processing payments.
• Calendar Management: Maintaining calendars for attorneys and staff by scheduling meetings, important deadlines, and court appearances to avoid conflicts and ensure seamless operations.
• Client Intake: Guiding new clients through the onboarding process, ensuring all necessary data is collected accurately and fostering a positive first impression of the firm.
• Client Experience & Success: Acting as a reliable point of contact to support clients throughout their engagement, helping to maintain strong client relationships and overall satisfaction.
• Administrative Support: Managing day-to-day operational support tasks such as organizing digital files, managing documents, and coordinating internal communications.
• Technology & Tools Use: Utilizing platforms like Google Meet, Slack, G Suite, and Microsoft Word effectively; familiarity with Clio or similar legal practice management software is advantageous but not mandatory.
• Initiative & Problem-Solving: Proactively identifying operational inefficiencies or client service opportunities and proposing solutions to enhance performance and workflows.

We are looking for a candidate with strong organizational skills capable of juggling multiple priorities in a fast-paced environment while maintaining structure and efficiency without constant oversight. Excellent verbal and written communication skills are essential to interact professionally with clients, attorneys, and vendors through phone, email, and virtual platforms.

Key qualities and experience include:

• Client Follow-Up: Comfort in assisting with client and prospective client meetings, ensuring communication is polished and follow-up activities are thorough.
• Attention to Detail: Skillful review, editing, and formatting of agreements and correspondence to ensure clarity, consistency, and professionalism.
• Invoice Coordination: Ability to track billing updates accurately, communicate with contract attorneys effectively, and follow up on outstanding items to support timely invoicing.
• Handling Client Communication: Professional and poised management of incoming client calls by routing appropriately and serving as a dependable contact point.
• Tech Proficiency: Comfortable with Google Meet, Slack, G Suite, and Microsoft Word; experience with Clio or similar legal practice management systems is a plus.
• Law Firm Experience: Prior legal environment experience is strongly preferred, providing familiarity with legal workflows, client confidentiality requirements, and general office procedures.

Additionally, a proactive mindset, problem-solving abilities, and the capability to work independently while supporting collaborative team efforts will contribute to success in this role.

While not mandatory, candidates with prior experience working in a legal setting will have a distinct advantage due to a better understanding of legal office workflows and compliance requirements. Familiarity with Clio or other dedicated legal practice management software will help streamline operations and enhance productivity.

Strong interpersonal skills and a customer-service-oriented approach are desirable to build rapport with clients and colleagues, helping to improve client retention and satisfaction. Experience in vendor contract management or billing coordination in a professional services context would also be beneficial.

We provide a structured and reliable remote work environment, supported by essential technology and connectivity tools to empower productivity and facilitate smooth communication. Our thorough hiring process includes multiple stages such as phone screening, video interviews, practical assessments, and final client meetings to ensure a strong fit both financially and culturally.

Joining this role offers the opportunity to contribute expertise to a client engaged in high-profile construction and software development projects, working with a dedicated team that values excellence in construction accounting and advanced financial systems. The role operates within EST or CST working hours and is exclusively open to Mexican applicants, promoting a localized remote work culture.