This is a remote position.
Administrative & Operations Assistant
Carbon Law Group | Los Angeles, CA
About the Role
Carbon Law Group is a busy, fast-paced law firm looking for a highly organized, resourceful, and detail-oriented Administrative & Operations Assistant to support our daily operations, billing, and administrative workflows.
We have established systems, processes, and high standards for how work gets done. We are looking for someone who can step into that environment, learn quickly, take ownership of their responsibilities, and help us continuously improve.
This is not a role for someone who needs constant direction or supervision.
You will receive training, guidance, and support, but we expect you to think independently, exercise sound judgment, and take initiative. You should be comfortable reviewing information critically, identifying discrepancies, making appropriate decisions within your responsibilities, and knowing when something requires escalation.
We value people who don’t simply complete tasks but take the time to understand what they’re doing, why it matters, and whether there’s a better way to accomplish it.
Our team manages multiple priorities and works at a fast pace. Attention to detail, responsiveness, and follow-through are essential. You must be able to maintain accuracy under pressure without needing someone to review every step or remind you of outstanding assignments.
We are not looking for someone who simply follows instructions. We are looking for someone who thinks, takes ownership, and improves the work they touch.
Key Responsibilities
Administrative & Operations Support
- Provide reliable administrative and operational support to attorneys and staff.
- Manage high-volume data entry with accuracy and consistency.
- Prepare, format, proofread, and maintain professional documents, correspondence, reports, and spreadsheets.
- Maintain organized electronic files and administrative records in accordance with established procedures.
- Manage scheduling, follow-ups, research, and administrative assignments through completion.
- Review work for accuracy, completeness, and consistency before submission.
- Identify discrepancies, missing information, and potential issues, and take appropriate steps to resolve them.
- Coordinate with team members to ensure deadlines and operational priorities are met.
- Recommend improvements to existing systems and procedures.
Billing & Accounting Support
- Prepare and review client invoices for accuracy.
- Maintain billing records, payment information, and client account balances.
- Monitor outstanding invoices and assist with accounts receivable and collections.
- Track retainers, payments, and outstanding balances.
- Identify and investigate billing discrepancies.
- Assist with basic bookkeeping, financial tracking, and reconciliation.
- Coordinate with the firm’s billing team to ensure timely and accurate financial administration.
Technology, AI & Process Improvement
- Use AI tools such as ChatGPT, Claude, Gemini, or Copilot to improve efficiency and productivity.
- Review and verify AI-generated work rather than relying on outputs without independent evaluation.
- Identify opportunities to streamline recurring administrative and billing tasks.
- Help develop and improve templates, checklists, procedures, and automated workflows.
- Learn new software and systems independently.
- Recommend practical improvements that reduce errors, save time, and strengthen existing processes.
- Exercise discretion and maintain confidentiality when using technology.
Qualifications
Required
- Exceptional organizational skills and attention to detail.
- Strong written and verbal communication skills.
- Ability to independently draft clear, professional correspondence.
- Proficiency with Microsoft Office or Google Workspace, including spreadsheets.
- Strong critical-thinking, analytical, and problem-solving skills.
- Ability to manage competing priorities and deadlines in a fast-paced environment.
- Confidence making appropriate decisions without constant supervision.
- Strong follow-through and personal accountability.
- Comfort working with financial records, numbers, and detailed administrative information.
- Experience using AI tools to support everyday work.
- Ability to handle confidential information with discretion and professionalism.
Preferred
- Previous administrative or operations experience.
- Billing, invoicing, accounts receivable, collections, or bookkeeping experience.
- Law firm or professional services experience.
- Familiarity with Clio, LawPay, or similar practice-management software.
- Experience with DocuSign, Zoho, Asana, Microsoft 365, or Google Workspace.
- Familiarity with Zapier, Make, Power Automate, or other automation tools.
What Makes Someone Successful Here
We value people who consistently demonstrate:
- Independent thinking: You can evaluate information, make informed decisions within your authority, and recognize when guidance is needed.
- Attention to detail: You review your own work, catch inconsistencies, and take responsibility for accuracy.
- Ownership: You manage assignments from start to finish, including necessary follow-ups, without repeated reminders.
- Prioritization: You can balance competing requests, assess urgency, and adjust when priorities change.
- Initiative: You anticipate needs, identify opportunities for improvement, and take appropriate action.
- Problem-solving: You investigate issues and come prepared with possible solutions rather than simply reporting a problem.
- Adaptability: You learn new systems, accept feedback, and continuously improve your approach.
- Professional judgment: You understand the difference between decisions you can make independently and matters requiring attorney or management approval.
Who This Role Is Not For
We believe in being transparent about expectations.
This position may not be the right fit if you:
- Prefer to receive detailed, step-by-step instructions for every assignment.
- Need frequent reminders or supervision to manage your workload.
- Complete tasks without reviewing the accuracy or quality of your work.
- Are uncomfortable making decisions or solving routine problems independently.
- Struggle to prioritize when multiple assignments require attention.
- Wait for someone else to identify issues or suggest improvements.
- Prefer repetitive work without opportunities or expectations to improve existing processes.
- Rely on AI or technology without verifying the results.
- Have difficulty accepting feedback or taking accountability for mistakes.
We provide the tools, training, and support needed to succeed. In return, we expect initiative, reliability, sound judgment, and a commitment to producing high-quality work.
Before You Apply
Our interview process is designed to assess how you think, prioritize, and solve problems in real working situations.
Candidates who advance should be prepared to discuss specific examples of times they have independently resolved an issue, caught an important error, improved a process, or managed competing priorities.
You may also be asked to complete a practical exercise involving administrative organization, billing accuracy, technology, or problem-solving.
Come prepared with at least two specific ideas for how you could improve efficiency or accuracy in the responsibilities outlined above. We are interested in how you approach problems, not just your familiarity with software or your previous job titles.
We are looking for someone who can become a dependable part of our operations—someone we can trust to manage responsibilities independently, maintain our standards, and make an already strong team even better.
Requirements
Required:
- Strong organizational skills and attention to detail.
- Excellent written and verbal communication skills.
- Comfortable working with computers, software, and online systems.
- Ability to learn new software and technology quickly.
- Basic proficiency with Microsoft Office or Google Workspace.
- Ability to work independently and manage multiple tasks and deadlines.
- Strong follow-through and dependability.
- Ability to maintain accuracy when handling financial and administrative information.
- Basic familiarity with AI tools such as ChatGPT, Claude, Gemini, Microsoft Copilot, or similar platforms.
- Willingness to learn and use AI as part of everyday work.
- Ability to handle confidential client and business information professionally.
Preferred:
- Previous administrative or office experience.
- Experience with billing, invoicing, accounts receivable, collections, or bookkeeping.
- Experience working in a law firm or professional services environment.
- Familiarity with legal practice-management or billing software such as Clio or LawPay.
- Experience with DocuSign, Zoho, Asana, Google Workspace, Microsoft 365, or similar platforms.
- Experience with AI tools beyond basic chatbot use.
- Experience with automation tools such as Zapier, Make, or Power Automate.
- Basic knowledge of SEO or website management.
- Experience with document formatting and preparing professional business documents.
What We're Looking For
The most important qualities we are looking for are:
- Dependability – You can be trusted to complete tasks accurately and on time.
- Attention to Detail – You notice errors and take pride in producing accurate work.
- Organization – You can keep track of multiple tasks, files, deadlines, and priorities.
- Initiative – You look for ways to help and improve processes rather than waiting to be told what to do.
- Technology Comfort – You are comfortable learning and using new software and tools.
- Curiosity – You are interested in learning how AI and technology can make work easier and more efficient.
- Resourcefulness – You are willing to research and figure things out when you encounter something unfamiliar.
- Professionalism – You understand the importance of confidentiality, accuracy, and professionalism when working in a law firm.
— Sarah J.
·
Marketing Manager
★★★★★
Verified
