Operations & Process Specialist

Job Description We are seeking a highly detail-oriented Operations & Process Specialist to support core legal operations while helping formalize and improve our internal processes. This role is execution-focused first. You will manage intake, billing support, document organization, and operational tracking. Over time, you will also help document workflows, maintain internal process libraries, and support structured onboarding and training initiatives. You do not need to be a formal instructional designer. However, you must be highly organized, process-oriented, and capable of translating operational workflows into clear documentation. This is a full-time, exclusive independent contractor engagement. The position is fully remote and requires working during U.S. Mountain Time. Key Responsibilities Legal Operations Support, Client Intake & Matter Setup Draft, circulate, and track engagement letters and conflict waivers Create new clients and matters in Clio Manage and SharePoint Verify billing details, retainers, and rates before system setup Maintain organized digital files and templates Budget & Billing Support Generate WIP reports and monitor matter thresholds Validate time entries and coordinate corrections Support monthly prebill preparation and quality checks Maintain budget trackers and flag discrepancies Vendor & Administrative Coordination Review vendor invoices Track renewals and license allocations Maintain compliance documentation in SharePoint Onboarding & Offboarding Support Coordinate system setup with IT vendors Maintain onboarding checklists Support access management and license reallocation Process Documentation & Knowledge Support As part of this role, you will help improve process clarity across the firm. Document recurring workflows in a standardized format Maintain organized SOPs in SharePoint and OneNote Update templates and ensure version control Assist leadership in capturing undocumented institutional knowledge Identify areas where processes can be simplified or clarified Experience building a knowledge base is a plus, but strong documentation discipline is required. Training & Process Adoption Support You will assist in strengthening internal onboarding and training consistency. Help create onboarding guides for new hires Convert documented workflows into step-by-step training materials Support internal training sessions when needed Track completion of required process reviews Formal instructional design experience is not required, but the ability to explain processes clearly and structure information logically is essential. Governance & Reporting Submit daily EOD reports summarizing progress and open items Maintain trackers for intake, billing, and vendor coordination Record meeting notes with assigned owners and deadlines Assist in refining internal operational standards AI and Automation Utilization Use AI tools (ChatGPT, Claude, Microsoft Copilot, Clio Assist, etc.) to streamline administrative tasks such as drafting emails, generating checklists, preparing engagement letters, summarizing documents, and creating standard templates. Apply AI to improve efficiency in data entry, matter setup, client onboarding workflows, and drafting task lists. Use AI to cross-check information, verify accuracy, and assist in error reduction across recurring processes. Leverage automation features in Microsoft 365 (Power Automate, Copilot in Outlook/SharePoint/OneNote) to reduce bottlenecks and accelerate turnaround times. Maintain responsible and compliant use of AI tools, following firm guidelines for confidentiality, privacy, and data handling. Tools You'll Use Clio Manage SharePoint OneNote DocuSign Microsoft 365 Quo (OpenPhone) AI Tools (ChatGPT, Claude, Microsoft Copilot) Reporting Structure Reports directly to the Director of Operations. Requirements Role Qualifications 5+ years of progressive experience in legal administration, operations coordination, or law firm support Strong organizational skills and attention to detail Experience working with Microsoft 365 and document management systems Ability to manage multiple recurring workflows with accuracy Clear written communication and strong follow-through Preferred but not required Experience documenting SOPs or workflows Exposure to onboarding or internal training coordination Familiarity with Clio Manage Experience using AI tools to increase productivity Successful Profile Process-oriented and disciplined: brings structure and consistency to recurring workflows Detail-obsessed: catches small errors before they compound and double-checks own work Proactive: flags issues, gaps, and improvement opportunities without being asked Clear communicator: translates operational steps into documentation any teammate can follow