Process Documentation Specialist - WFH

Booth and Partners; Makati; Remote; PHP 3,752,000 - 5,629,000; Full time

Job summary

Booth and Partners is seeking a Process Documentation & Operations Specialist to formalize, document, and continuously improve internal workflows. The role emphasizes SOP creation, visual process diagrams, and training materials while handling daily operational tasks.

This full-time contractor position is remote, aligned to U.S. Mountain Time, and focuses on knowledge management, onboarding, client intake, billing support, and governance.

Qualifications

• 5+ years of experience in legal administration or professional services operations.
• Proven ability to translate complex workflows into clear SOPs.
• Experience mapping processes with tools like Visio.
• Proficiency with Microsoft 365 (SharePoint, OneNote, Power Automate).

Responsibilities

• Draft and standardize SOPs with scope, audience, version control, and approvals.
• Map workflows visually and create training materials.
• Maintain process libraries in SharePoint and OneNote.
• Support onboarding and training with structured guides.
• Handle intake, billing support, and operational reporting.

Skills

Legal administration

Operations

Documentation

SOP writing

Process coordination

Training development

Process mapping

Tools

Visio

SharePoint

OneNote

Power Automate

Clio Manage

Job description

We are seeking a Process Documentation & Operations Specialist to support core legal operations while driving the formalization, documentation, and continuous improvement of our internal workflows. This role carries a 70% focus on process documentation and knowledge management. You will write standard operating procedures (SOPs), create visual process diagrams, build searchable SharePoint libraries, and turn operational steps into structured onboarding/training guides. Alongside documentation, you will handle daily execution tasks such as client intake, billing support, and operational tracking.

This is a full-time, exclusive independent contractor engagement. The position is fully remote and operates during U.S. Mountain Time.

Key Responsibilities Process Documentation & Knowledge Management (Primary Focus)

• Draft & Standardize SOPs: Write clear, step-by-step SOPs including scope, audience, version control references, and approval workflows.

• Map Workflows Visually: Translate written operational procedures into visual workflow diagrams using tools like Visio.

• Maintain Process Libraries: Organize and update SOPs, templates, and reference materials in SharePoint and OneNote.

• Training & Onboarding Support: Convert documented workflows into step-by-step training guides and onboarding materials for team members.

• Capture Institutional Knowledge: Work with team members to document informal, recurring tasks into structured, repeatable processes.

Legal Operations & Practice Support

• Intake & Matter Setup: Draft and track engagement letters and conflict waivers; set up new clients and matters in Clio Manage and SharePoint.

• Billing & Budget Support: Generate WIP reports, monitor matter thresholds, validate time entries, and support prebill preparation.

• Vendor & Administrative Coordination: Track vendor invoices, licenses, renewals, and compliance records in SharePoint.

• Daily Governance: Submit daily EOD progress reports, take structured meeting notes with assigned owners/deadlines, and maintain tracking sheets.

AI & Automation Execution

• Leverage AI tools (ChatGPT, Claude, Microsoft Copilot) to draft templates, summarize documents, cross-check accuracy, and streamline administrative tasks.

• Use Microsoft 365 automation (Power Automate, Copilot) to improve operational efficiency and reduce turnaround times.

Qualifications & Profile

• 5+ years of experience in legal administration, professional services operations, training development, or process coordination.

• Proven Documentation Discipline: Exceptional written communication with a demonstrated ability to translate complex workflows into clear, standardized SOPs.

• Visual Mapping Ability: Familiarity with process mapping tools (e.g., Visio).

• Software Adaptability: Tech-savvy with strong Microsoft 365 proficiency (SharePoint, OneNote, Power Automate); ability to quickly learn management systems like Clio.

• Mindset: Process-driven, detail-obsessed, proactive, and committed to a long-term career path in operations.