Legal Intake Specialist

Hammerjack Pty Ltd; Philippines; On-site; PHP 558,000 - 781,000; Full time

Job summary

KDCI Outsourcing seeks a Legal Operations Specialist to manage intake, classification, and tracking of legal requests and contract data. The role emphasizes data accuracy, stakeholder coordination, and high-volume workflow support, while contract review or negotiation is not required.

The ideal candidate will excel in organizing records, maintaining standardized classifications, and supporting Smartsheet-driven workflows for efficiency and reporting.

Qualifications

• 2–4 years in Legal Operations, contract administration, or similar data/workflow roles.
• Strong data processing, classification, cleanup, reconciliation and accurate record-keeping.
• Familiarity with NDAs, MSAs, and SOWs is a plus.
• Experience using Smartsheet or equivalent workflow/case-management tool.
• Excellent written English and stakeholder coordination skills.
• Ability to manage high volumes of requests and meet deadlines.

Responsibilities

• Monitor the intake mailbox and log new requests promptly and accurately.
• Review requests for completeness and follow up on missing information.
• Capture and classify details: requester, counterparty, contract type, deadline, purpose.
• Identify urgent or conflicting requests and elevate as needed.
• Route requests based on assignment rules and maintain status visibility.
• Create and maintain Legal request records in Smartsheet.
• Maintain standardized classifications for contracts and entities.
• Support Smartsheet dropdowns, formulas, automations, and reports.
• Assist with data cleanup, migration, and reconciliation of records.
• Organize document repository with metadata standards and naming conventions.
• Prepare operational reports on volume, turnaround, workload, and open matters.
• Document processes and suggest workflow-improvement ideas.

Skills

Data processing

Classification

Reconciliation

Record keeping

Stakeholder coordination

High-volume intake management

Attention to data accuracy

Structured data handling

Excel proficiency

Smartsheet usage

Tools

Smartsheet

Microsoft Excel

Microsoft Outlook

Job description

Job Summary

KDCI Outsourcing is seeking a Legal Operations Specialist to manage the intake, classification, tracking, and organization of legal requests and contract-related data. This is an operational and data-focused role requiring strong data accuracy, stakeholder coordination, and high-volume request management. Contract review, negotiation, legal analysis, and independent legal decision-making are not part of this role.

Key Responsibilities

• Monitor the Legal team's intake mailbox and log new requests promptly and accurately.
• Review incoming requests for completeness and follow up with requestors regarding missing information.
• Capture and classify key details, including requestor, counterparty, contract type, contracting entity, deadline, and purpose.
• Identify urgent, incomplete, or conflicting requests and elevate them according to established procedures.
• Route requests to the appropriate Legal team member based on assignment rules.
• Maintain visibility of request status, team workload, deadlines, and outstanding matters.
• Create and maintain accurate Legal request records in Smartsheet.
• Maintain standardized classifications, including contract family, type, counterparty category, entity, and status.
• Support Smartsheet dropdowns, formulas, automations, reports, and basic workflow updates.
• Assist with historical data cleanup, migration, reconciliation, and identification of duplicate or inconsistent records.
• Organize and maintain the Legal document and contract repository using established naming conventions and metadata standards.
• Prepare operational reports on request volume, turnaround time, workload, and outstanding matters.
• Maintain clear process documentation and recommend practical improvements to data accuracy and workflow efficiency.
• Coordinate with internal stakeholders to ensure requests and records are complete and progressing as expected.

Job Requirements

• At least 2–4 years of relevant experience in Legal Operations, contract administration, compliance, procurement support, or a similar structured-data or workflow coordination role.
• Strong hands-on experience in data processing, classification, cleanup, reconciliation, and maintaining accurate records.
• Familiarity with common commercial agreement types, including NDAs, MSAs, and SOWs.
• Experience using Smartsheet or a comparable database, workflow, or case-management platform.
• Intermediate Microsoft Excel skills, including filters, sorting, lookups, conditional formatting, and data validation.
• Excellent written English communication skills and the ability to coordinate confidently with internal stakeholders.
• Strong attention to detail and the ability to identify missing, inconsistent, duplicate, or inaccurate information.
• Ability to manage high volumes of requests, prioritize competing deadlines, and maintain accurate tracking.
• Sound judgment in determining when to resolve routine operational issues independently and when to elevate.
• Comfortable working with structured data, standardized classifications, and established operational procedures.
• Experience with document repositories, metadata tagging, reporting, dashboards, or data migration is an advantage.
• Proficiency in Microsoft Office, particularly Outlook and Excel.
• Experience supporting U.S.-based clients or teams is required.
• Legal judgment, contract review, negotiation, and legal analysis are not required for this role.