[Hiring] Financial Operations Assistant @Tondini Law APC

Role Description

We are seeking a reliable, detail-oriented, and financially knowledgeable Bilingual Financial Operations Assistant to manage the firm's day-to-day financial activities. This is a hands-on position for someone with a strong financial background who is comfortable independently handling:

• Client billing
• Payment processing
• Collections
• Business expenses
• Cash flow monitoring
• Financial reporting

This is not a traditional bookkeeping or accounting position. The firm works with an external CPA and bookkeeper. The Financial Operations Assistant will coordinate with these professionals while taking direct responsibility for the firm's daily financial administration.

Qualifications

• Minimum of 2–3 years of experience in financial administration, financial operations, accounts receivable, billing, or a related field.
• Educational background or professional training in Finance, Accounting, Business Administration, or a related discipline.
• Demonstrated experience preparing invoices, processing payments, managing collections, and tracking business expenses.
• Good understanding of business cash flow, financial controls, and basic financial reporting.
• Strong Microsoft Excel skills and familiarity with financial management software.
• Excellent attention to detail, organizational skills, and accuracy.
• Ability to work independently, prioritize responsibilities, and meet deadlines.
• Strong written and verbal communication skills.
• High standards of confidentiality, professionalism, integrity, and accountability.
• Bilingual: English and Spanish.

Requirements

• Prepare, review, and send client invoices accurately and on time.
• Monitor accounts receivable and follow up on outstanding client balances.
• Manage client payment plans, installment schedules, and payment deadlines.
• Communicate professionally with clients regarding invoices, payments, and outstanding balances.
• Process incoming client payments and maintain accurate payment records.
• Monitor overdue accounts and provide regular collection updates to the Managing Attorney.
• Maintain accurate billing information in the firm's legal practice management software.
• Manage daily business payments, vendor invoices, and recurring financial obligations.
• Monitor the firm's operating bank account and business credit card transactions.
• Track and organize company expenses, subscriptions, and vendor payments.
• Ensure bills and financial obligations are processed timely and submitted for approval when required.
• Review credit card charges, receipts, and expense documentation.
• Identify discrepancies, duplicate charges, unnecessary expenses, or unusual transactions.
• Maintain accurate and organized financial records for review by the external bookkeeper and CPA.
• Monitor daily and weekly cash flow, including incoming payments and upcoming financial obligations.
• Track revenue collected, outstanding receivables, and operating expenses.
• Prepare concise weekly and monthly financial reports for the Managing Attorney.
• Maintain financial spreadsheets, trackers, and reports to support business decisions.
• Identify potential cash flow shortages, overdue payments, or unexpected expenses.
• Provide clear financial updates and promptly communicate issues requiring management attention.
• Assist with budget monitoring and basic financial projections.
• Maintain awareness of the requirements governing attorney trust accounts and the separation of client funds from operating funds.
• Assist with monitoring client trust account transactions, balances, and authorized disbursements.
• Maintain accurate supporting documentation for trust account activity.
• Coordinate with the Managing Attorney and external bookkeeper to support required trust account reconciliations.
• Follow established procedures and applicable California State Bar requirements when handling client funds.
• Promptly report any trust account discrepancies or concerns to the Managing Attorney.
• Serve as the firm's primary internal contact for routine financial matters involving the external CPA and bookkeeper.
• Provide invoices, receipts, bank statements, credit card records, and other necessary financial documentation.
• Coordinate timely exchange of financial information for reconciliations, financial statements, tax filings, and other accounting requirements.
• Follow up on outstanding financial documentation or discrepancies.
• Ensure financial records are complete, accurate, and accessible.

Benefits

• Part-time, on-site or remote position based in Carlsbad, California.
• Monday through Thursday only.
• Approximately 3-4 hours per day.
• Approximately 16 hours per week.
• Direct reporting to the Managing Attorney.
• Regular coordination with the firm's external CPA and bookkeeper.

How to Apply

Interested candidates should submit a resume via email to the attention of Office Manager at: [email protected] . Please highlight your experience in financial operations in a law firm, client billing, collections, expense management, and financial reporting. Experience in a law firm or with attorney trust accounts is highly desirable.