Legal Operations Specialist

KDCI Outsourcing; Pasig; On-site; PHP 446,000 - 725,000; Full time

Job summary

KDCI Outsourcing seeks a Legal Operations Specialist to manage intake, classification, tracking, and organization of legal requests and contract-related data. This role emphasizes operational data handling rather than contract review or negotiation.

You will maintain Smartsheet records, standardize classifications, support workflows, and prepare operational reports. Strong data focus, attention to detail, and stakeholder coordination are essential for success.

Qualifications

• 2–4 years of experience in Legal Operations or a similar role.
• Strong data processing, classification, and record-keeping skills.
• Experience with Smartsheet or similar database/workflow platform.
• Intermediate Excel skills: filters, lookups, data validation.
• Excellent written English and stakeholder coordination.
• Experience supporting US-based clients is required.

Responsibilities

• Monitor intake mailbox and log new requests promptly.
• Review requests for completeness and follow up on missing information.
• Capture and classify key details (requestor, contract type, deadline, purpose).
• Identify urgent or conflicting requests and escalate per procedures.
• Route requests to appropriate Legal team member based on rules.
• Maintain visibility of request status, workload, deadlines, and outstanding matters.
• Create and maintain accurate Legal records in Smartsheet.
• Maintain standardized classifications (contract family, type, party, status).
• Support Smartsheet dropdowns, formulas, and automations.

Skills

Data processing

Data classification

Record keeping

Stakeholder coordination

High-volume request management

Attention to detail

Data accuracy

Problem solving

Tools

Smartsheet

Microsoft Excel

Outlook

Job description

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 escalation 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 escalation.
• 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.