Operations Assistant (NYC Time / East Coast USA / 8am - 4pm)

Position Overview

Must be actively online and fully engaged with our team from 8am - 2pm daily NYC Time. Flex time will cover the remaining hours.

We are seeking a highly organized, detail-oriented, and proactive Operations Assistant to support our growing team. This role focuses heavily on customer relationship management, documentation, client onboarding, case management, and administrative operations within legal and medical-related cases.

This is primarily a behind-the-scenes operations position with no person-to-person phone call responsibilities required. Most communication will be conducted through email, CRM systems, and internal collaboration platforms.

The ideal candidate enjoys creating order from complexity, can manage multiple moving pieces simultaneously, identifies problems before they become issues, and takes pride in delivering accurate, high-quality work.

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Key Responsibilities

Customer Relationship Management (CRM)

* Maintain accurate client records within CRM systems.
* Update client statuses, notes, milestones, and workflows.
* Monitor pipelines and ensure cases move efficiently through each stage.
* Identify bottlenecks and proactively resolve workflow issues.
* Ensure all client information remains current and organized.

Client Onboarding

* Coordinate onboarding for new clients.
* Collect, review, and organize required documentation.
* Verify intake information for completeness and accuracy.
* Track onboarding progress and follow up on missing items.
* Ensure a smooth and professional onboarding experience.

Case Management Support

* Support administrative management of legal and medical-related cases.
* Organize case files and supporting documentation.
* Track deadlines, milestones, and required deliverables.
* Review records for completeness and identify missing information.
* Assist in preparing case materials for internal review.
* Maintain strict confidentiality when handling sensitive information.

Documentation & Quality Assurance

* Create, edit, review, and organize digital documents.
* Prepare and manage PDFs using Adobe Acrobat.
* Ensure documentation meets company standards and requirements.
* Conduct quality-control reviews to identify errors, omissions, and inconsistencies.
* Maintain organized file structures and naming conventions.


Email & Administrative Operations

* Manage client and team communications through email.
* Respond professionally and promptly to inquiries.
* Escalate issues to appropriate tea ---------- mbers when necessary.
* Support daily operational workflows and administrative tasks.
* Coordinate internal requests and task completion.

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Secondary Responsibilities

Social Media Support

* Assist with publishing and scheduling social media content.
* Upload content to social media platforms as directed.
* Organize content calendars and supporting assets.
* Monitor posting schedules and ensure content is published on time.

Creative & Marketing Support

* Create or modify basic graphics using Canva and Adobe Firefly.
* Assist with visual content creation for social media and marketing initiatives.
* Support content organization and asset management.
* Help maintain brand consistency across platforms.

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Required Qualifications

Professional Skills

* Exceptional attention to detail.
* Strong organizational and time-management skills.
* Excellent written communication skills.
* Highly responsive and dependable.
* Ability to prioritize and manage multiple tasks simultaneously.
* Strong critical-thinking and problem-solving abilities.
* Ability to work independently with minimal supervision.
* Professional handling of confidential and sensitive information.

Technical Skills

Experience with or willingness to learn:

* Google Workspace (Gmail, Docs, Sheets, Drive, Calendar)
* Go High Level (GHL)
* Adobe Acrobat
* CRM software platforms
* Cloud-based document management systems
* Canva
* Adobe Firefly

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Highly Desired Experience

Candidates with experience in the following roles are strongly encouraged to apply:

Paralegals

Experience managing legal files, documentation, deadlines, and case workflows.

Medical Assistants / Physician Assistants Support Staff

Experience handling patient records, medical documentation, intake processes, and healthcare administration.

Case Managers

Experience coordinating complex cases, tracking deliverables, managing documentation, and ensuring clients move successfully through a structured process.

Additional Preferred Backgrounds

* Legal Assistant
* Claims Processor
* Healthcare Administrator
* Records Specialist
* Compliance Coordinator
* Executive Assistant
* Operations Coordinator
* Client Success Coordinator

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What Success Looks Like

The ideal candidate:

* Notices small details that others miss.
* Takes ownership of responsibilities without constant supervision.
* Solves problems rather than simply identifying them.
* Maintains accuracy under pressure.
* Responds quickly and professionally.
* Keeps clients, records, and workflows organized.
* Continuously looks for ways to improve processes and efficiency.
* Is comfortable working in a fast-paced environment with evolving priorities.

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Work Environment

* Fully Remote
* Minimal meetings
* No outbound sales responsibilities
* No cold calling
* No person-to-person phone support required
* Primarily email, documentation, CRM, and workflow management

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Compensation & Schedule

Position Type: Part-Time or Full-Time (based on experience and company needs)
Location: Remote
Schedule: Flexible
Reports To: Operations Manager / Director of Operations

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Why Join Us?

This role is ideal for someone who enjoys organization, systems, and helping clients succeed behind the scenes. You will play a critical role in ensuring cases are handled accurately, clients receive a professional experience, and operations run smoothly from start to finish. Your work will directly impact client outcomes and help support a growing organization committed to excellence, responsiveness, and continuous improvement.