Client Operations Specialst

We are looking for a highly organized, client-facing Client Operations Specialist to support a solo professional or small U.S.-based professional services practice.

This role is ideal for someone who is comfortable managing client workflows, keeping records up to date, handling inbox triage, drafting client communications, and making sure follow-ups happen consistently and on schedule.

Required Experience
DUBSADO EXPERIENCE IS A HARD REQUIREMENT. Candidates must have hands-on, daily-driver experience using Dubsado to manage client workflows, including flows, proposals, contracts, invoices, and related client processes.

You must also have experience with:

Maintaining an Airtable base and keeping pipeline/client records accurate as work progresses.

Supporting a U.S. professional or small professional services business in a client-facing capacity.

Triaging a professional's inbox according to a written escalation rule and being able to clearly explain when an email should be escalated versus handled independently.

Drafting client-facing email s in another person's voice for their review and approval.

Running a structured follow-up cadence, following a defined schedule and logging every client touchpoint.

Managing multiple client-related tasks while maintaining accuracy, consistency, and confidentiality.

Key Responsibilities
Client & Workflow Management
Manage and update client workflows in Dubsado.

Monitor proposals, contracts, invoices, forms, and workflow stages.

Ensure client tasks move forward without unnecessary delays.

Maintain accurate client and pipeline information in Airtable.

Inbox & Communication
Monitor and triage the professional's inbox.

Follow established escalation rules and flag items requiring the professional's attention.

Draft polished client-facing email s in the professional's established voice and style.

Prepare communications for approval when required.

Maintain a professional, warm, and consistent client experience.

Follow-Up & Pipeline Management
Execute scheduled client follow-ups consistently.

Track every outreach attempt and response.

Update Airtable records as conversations and project stages change.

Identify overdue or stalled items and bring them to the appropriate person's attention.

What We're Looking For
Demonstrated experience supporting a solo professional or small U.S. professional services practice.

Strong hands-on Dubsado experience.

Excellent written English and professional communication skills.

Highly organized and detail-oriented.

Comfortable working independently from written processes and SOPs.

Reliable with deadlines and recurring follow-up tasks.

Able to exercise good judgment about what to handle independently and what to escalate.

Comfortable working in a client-facing environment.

Strong attention to detail when updating records and documenting client interactions.

Please include a brief description of your Dubsado experience in your application, including which features you used regularly and how you used them in a client workflow.