Financial Operations Assistant – Bilingual (Part-Time)

Tondini Law APC | Carlsbad, California

Position: Financial Operations Assistant

Schedule: Monday–Thursday, 3-4 hours per day (16 hours per week)

Location: Carlsbad, CA — In-office or Remote

Employment Type: Part-Time

Reports To: Managing Attorney

Compensation: Based on qualifications and experience

About Tondini Law APC

Tondini Law APC is a growing immigration law firm dedicated to providing exceptional legal services with professionalism, integrity, and efficiency.

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, and 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.

Key Responsibilities

Client Billing & Collections

• 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.

Daily Payments & Expense Management

• 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.

Cash Flow Monitoring & Financial Reporting

• 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.

Attorney Trust Account Coordination

• 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.

Coordination With External Financial Professionals

• 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.

Required 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

Preferred Qualifications

• Previous experience in a law firm or professional services environment (required)
• Familiarity with attorney trust accounts, IOLTA requirements, and California State Bar trust accounting rules.
• Experience with MyCase or comparable legal billing and practice management software.
• Experience managing client payment plans, flat-fee billing, and accounts receivable.
• Ability to prepare practical financial summaries and cash flow reports for business owners.

Ideal Candidate

We are looking for someone who enjoys working directly with financial operations and takes ownership of daily responsibilities.

The successful candidate will be:

• Hands-on: Comfortable personally preparing invoices, processing payments, following up on collections, and managing daily expenses.
• Financially knowledgeable: Able to understand cash flow, revenue, expenses, and the importance of financial controls.
• Proactive: Anticipates upcoming payments, follows up on outstanding balances, and identifies discrepancies without constant reminders.
• Detail-oriented: Maintains accurate records and recognizes the importance of precision when handling financial transactions.
• Independent: Can organize daily responsibilities and complete assignments with minimal supervision.
• Trustworthy: Handles confidential financial information with discretion and integrity.
• Communicative: Provides timely financial updates and works effectively with the Managing Attorney, CPA, and external bookkeeper.

Schedule & Work Environment

This is a 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: Info@tondinilaw.com

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.

We are looking for a dependable financial professional who can take ownership of our daily financial activities, maintain organized and accurate records, and help ensure the firm's financial operations run smoothly and efficiently.

This is a remote position.