Operations Assistant

Job Title: Operations Assistant
Position Type: Full Time
Working Hours: EST or CST

About 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.

Responsibilities:

• Billing Support: Assist with tracking attorney time, preparing and sending invoices, and following up on client payments to ensure timely billing cycles.
• Vendor Management: Coordinate with external service providers, manage vendor relationships, and handle contract renewals and payments.
• Calendar Management: Maintain and update calendars for attorneys and staff, schedule meetings, deadlines, and court appearances to keep operations running smoothly.
• Client Intake: Guide new clients through the onboarding process, ensuring accurate data collection and a positive first impression of the firm.
• Client Experience & Success: Serve as a point of contact to support clients throughout their journey with the firm, helping maintain strong relationships and client satisfaction.
• Administrative Support: Provide day-to-day operational assistance, including organizing digital files, managing documents, and coordinating internal communications.
• Technology & Tools Use: Work within platforms such as Google Meet, Slack, GSuite, and Microsoft Word; familiarity with Clio is a plus, but not required.
• Initiative & Problem-Solving: Proactively identify areas for improvement in operations and client service, offering solutions to enhance efficiency and performance.

What Makes You a Perfect Fit:

• Client Follow-Ups: Confidently assists in client and prospective client meetings, ensuring a polished experience through clear communication and follow-up.
• Detail-oriented: Accurately reviews, edits, and formats agreements and correspondence, maintaining high standards of clarity, consistency, and professionalism.
• Invoice Coordination: Tracks billing updates, communicates with contract attorneys, and follows up on outstanding items to support accurate and timely invoicing.
• Handling Client Communication: Answers the main phone line with professionalism and poise, routing clients appropriately and serving as a steady, reliable point of contact.

Required Experience & Skills:

• Strong Organisational Skills: Ability to manage multiple priorities efficiently, maintain structure in a fast-paced environment, and keep daily operations running smoothly without constant oversight.
• Excellent Communication Abilities: Professional and clear verbal and written communication skills, especially when interacting with clients, attorneys, and vendors over phone, email, or virtual platforms.
• Tech Proficiency: Comfortable using tools such as Google Meet, Slack, G-Suite, and Microsoft Word. Experience with Clio or similar legal practice management software is a plus, but not required.
• Law Firm Experience (Preferred): Prior experience in a legal setting is strongly preferred, with an understanding of legal workflows, client confidentiality, and general office procedures.

What Does a Typical Day Look Like?

As an Operations Assistant, you will begin each day with a team meeting to review goals and priorities. You will support client meetings, assist with document preparation, and manage routine billing follow-ups. Answering and routing calls from the main phone line will be part of your daily responsibilities. This role requires strong organisation, attention to detail, and a proactive approach to operational support.

Interview Process:

• Initial Phone Call: Engage in a brief conversation to understand your experience and suitability for the role.
• Video Interview: Delve deeper into your professional background and assess your skills in a 30-minute call.
• Practical Assessment: Showcase your creative abilities through practical tasks relevant to the role.
• Final Interview: Have a comprehensive discussion with our client to ensure mutual alignment.
• Background Checks: Conduct swift verification of your references and past employment details.

Ready to Apply?

If you're tech-savvy, proactive, and take pride in getting the details right, this is your opportunity to contribute meaningfully in a collaborative and fast-paced legal setting. Apply now and help keep our clients' operations running at their best.