Operations Support & Process Specialist

Job Description

Our client is a nationally recognized boutique law firm based in the US serving public and private companies, ultra-high-net-worth individuals, family offices, and aviation-focused businesses throughout the United States. They are known for delivering sophisticated legal solutions with a high-touch, relationship-driven approach built on precision, strategy, and trust.

This is a great opportunity to join a firm that values precision, accountability, and process excellence. Your work keeps attorneys focused on clients by ensuring the firm’s operations stay accurate, efficient, and compliant.

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 remote position that requires working during Mountain Time (U.S.).

Full-time, exclusive independent contractor engagements. This is a contractor relationship and should not be construed or misinterpreted as an employment agreement.

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

• 3–5+ years of experience in operations, process coordination, workflow management, or similar operational support roles
• Must come from compliance-heavy or professional services environments. Legal or finance background is highly preferred.
• Demonstrated experience with process ownership and independent execution, not solely support-level or task-based administrative work
• Background in process documentation, including creating and maintaining SOPs, workflow guides, internal process libraries, or operational manuals
• Strong written communication skills with the ability to translate workflows into clear, structured documentation and training materials
• 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

Tools You’ll Use

·       Clio Manage

·       SharePoint

·       OneNote

·       DocuSign

·       Microsoft 365

·       Quo (OpenPhone)

Working hours / Job Type: Monday to Friday - 8:00am to 5:00pm MST

Work from Home