Operations Coordinator

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Job Title: Junior Operations Coordinator

About the Company:

Our client provides legal services and is looking for a Junior Operations Coordinator to support their daily operations.

Job Description:

The Junior Operations Coordinator supports the firm’s day-to-day operations by coordinating onboarding, training, intake support, client administration, reporting, workflow documentation, and cross-department initiatives. This role helps ensure that people, systems, and processes remain organized, consistent, and aligned with the firm’s client service standards and internal operating procedures.

The ideal candidate is highly organized, detail-oriented, proactive, and comfortable supporting multiple departments in a fast-paced legal services environment. This position requires strong communication skills, sound follow-through, and a willingness to take ownership of recurring operational tasks while contributing to continuous process improvement.

Responsibilities of the role:

• Send Treefort ID verification requests, trust requests, and other client follow-ups.

• Prepare and update matter-related reports.

• Generate PNC reports and provide feedback to Intake.

• Add and manage follow-up tasks in Lawmatics.

• Support accurate recordkeeping across client and case administration workflows.

• Meet regularly with Intake to review pipeline activity and case progress.

• Provide backup support during overflow or absences.

• Assist the Director of Operations with administrative and process-related initiatives.

• Help strengthen workflow efficiency between departments.

• Coordinate new hire onboarding timelines, checklists, documentation, system access, tools, and training materials.

• Participate in interviews.

• Lead candidate screening or interviews when requested.

• Provide structured hiring feedback to leadership.

• Create, update, and maintain internal guides, training materials, and process documentation.

• Coordinate new hire training schedules.

• Deliver or support training sessions.

• Track training completion and follow up on gaps or outstanding requirements.

• Identify operational bottlenecks and recommend practical improvements.

• Maintain internal checklists and PSPs.

• Document repeat workflows.

• Support consistency and compliance across departments.

• Serve as a liaison between Operations, Intake, Client Support, Marketing, Executive Legal Assistants, Law Clerks, and Leadership.

• Support rollout and adoption of new workflows.

• Assist with preparation and follow-up for operational meetings.

• Support executive inbox management when needed, including prioritization and follow-ups.

• Assist with monthly client newsletters and distribution.

• Develop social media content.

• Schedule posts and maintain content calendars.

• Assist with operational reporting related to onboarding status, training completion, task completion, and assigned initiatives.

• Monitor progress and follow up with relevant teams.

• Maintain accurate records in firm systems.

Required Experience and Qualifications:

• Strong organizational, time-management, and follow-through skills.

• Excellent written and verbal communication skills.

• High attention to detail and accuracy when working with client, matter, training, and operational records.

• Ability to manage multiple priorities, meet deadlines, and adapt to shifting business needs.

• Comfort collaborating across departments and communicating with team members at different levels of the organization.

• Proactive problem-solving mindset with a willingness to improve workflows and document repeatable processes.

• Experience supporting administrative operations, intake, onboarding, training, marketing coordination, or legal office workflows is an asset.

Preferred Skills:

• Lawmatics and Clio Manage.

Personality:

• A proactive, go-getter attitude with a willingness to take initiative.

• A “no task is too small” approach to supporting the team.

• Strong multitasking ability and comfort working in a fast-paced environment.

• Flexibility, reliability, and sound judgment when priorities shift.

• A collaborative mindset and commitment to helping the firm operate smoothly and consistently.

Software & Tools:

• Microsoft Office, Canva, Wix, email marketing software, and CRM experience, preferably within the legal industry.

Schedule:

This role is designed to grow with the firm, with opportunities to take on expanded ownership of onboarding, training, workflow coordination, process management, and operational projects over time.

Salary and Benefits:

• Payment in USD or Local Currency according to candidate's preference.

• Full-time remote opportunity.