AI & Systems Administration Specialist

JMS Technical Solutions; New York (NY); On-site; USD 68,000 - 83,000; Full time

Job summary

JMS Technical Solutions supports a premier real estate law firm in New York City, seeking an AI & Systems Administration Specialist for an onsite, full-time role. The position blends applied AI leadership with traditional systems administration, including AD/M365, patching, backups, and basic security operations.

You will design AI-enabled workflows, train attorneys and staff, govern AI risk, evaluate vendors, and ensure data confidentiality while maintaining core firm systems and security

Qualifications

• 3+ years of experience implementing AI or legal-technology solutions in a law firm, corporate legal department, or legal-adjacent professional services environment (litigation support, legal ops, knowledge management, or similar).
• Demonstrated hands-on experience with large language model tools (e.g., ChatGPT Enterprise, Microsoft Copilot, Claude, Harvey, CoCounsel, or similar legal-specific platforms) and prompt engineering.
• Working understanding of transactional real estate practice and/or civil litigation workflows sufficient to identify realistic use cases and evaluate output quality.
• Working knowledge of Microsoft 365 administration (Exchange Online, Teams, SharePoint/OneDrive) and Active Directory or Azure AD user/permissions management, including patching, backups, and endpoint security basics.
• Hands-on experience with Citrix (virtual apps/desktops), VMware (ESXi/vCenter) virtualization, and Microsoft SCCM (Configuration Manager) for imaging and patch/software deployment.
• Basic understanding of confidentiality, privilege, and data-security issues specific to deploying AI and firm systems in a law firm setting.
• Excellent training and communication skills - able to work effectively with senior partners as well as junior associates and staff, on both AI adoption and systems administration matters.
• Project management skills; ability to run multiple workflow-build, training, and systems administration initiatives concurrently, prioritizing effectively across both domains.

Responsibilities

• Design, build, and maintain AI-assisted workflows for recurring transactional tasks and for litigation tasks.
• Develop, test, and version-control a firm prompt library and reusable templates tailored to NY real estate and litigation practice.
• Integrate AI tools with existing practice systems (document management, billing/time entry, contract lifecycle tools) where appropriate.
• Train attorneys, paralegals, and staff on effective prompt construction and tool capabilities.
• Create internal documentation, quick-reference guides, and recorded trainings; run onboarding for new hires.
• Administer Active Directory / Azure AD, Microsoft 365, and VMware/VMS infrastructure; manage backups and security.

Skills

AI tools

Prompt engineering

Microsoft 365 admin

Azure AD administration

Active Directory

Citrix

VMware ESXi/vCenter

SCCM

Endpoint security basics

Training & communication

Education

Advanced degree in data science / information science / computer science

Tools

iManage

NetDocuments

Power Automate

Python (no-code)

Job description

Our client, a premier real estate law firm in New York City, is seeking an AI& Systems Administration Specialist to join their team! This is an onsite/full-time/direct-hire position
Salary based on experience: Up to $75K

Position Summary

The Firm is creating a new hybrid role combining applied artificial intelligence leadership with systems administration. This person will serve as the in-house expert on AI use across both the transactional (real estate, finance, leasing, joint ventures, development) and litigation practice groups— identifying high-value use cases, building AI-assisted workflows and prompt libraries, training attorneys and staff, and managing AI tool selection, vendor evaluation, and risk. In addition, this person will administer core Firm systems: Active Directory/Microsoft 365 administration, patching, backups, and basic security operations. The role is structured this way because the Firm's current AI-specific workload does not yet justify a dedicated full-time AI-only position; the systems administration responsibilities ensure full utilization of the role while the AI program matures. This is a hands‑on, builder role — not a strategy‑only position — spanning both practice‑facing AI innovation and back‑office systems administration.

Key Responsibilities

1. AI Tool & Workflow Development

• Design, build, and maintain AI-assisted workflows for recurring transactional tasks (e.g., first-pass lease and PSA review, loan document comparison, title/survey exception summarization, closing checklist generation, diligence memo drafting).
• Design, build, and maintain AI-assisted workflows for litigation tasks (e.g., deposition and document review support, chronology and timeline building, legal research synthesis, motion and brief drafting assistance, e-discovery workflows).
• Develop, test, and version-control a firm prompt library and reusable templates, tailored to NY real estate and litigation practice, that produce reliable, attorney-usable output.
• Integrate AI tools with existing practice systems (document management, DMS/iManage or equivalent, billing/time entry, contract lifecycle tools) where appropriate.

2. AI Enablement & Training

• Train attorneys, paralegals, and staff — across both practice groups — on effective prompt construction, tool capabilities and limits, and practical use cases specific to their work.
• Create internal documentation, quick-reference guides, and recorded trainings; run office hours and onboarding for new hires.
• Act as first-line resource for attorneys experimenting with AI on a matter, including advising on when a use case is appropriate to attempt versus better left to traditional methods.

3. AI Governance, Ethics & Risk

• Confidentiality and privilege: ensure AI tools and workflows are configured and used in a manner consistent with client confidentiality obligations, joint‑defense/common‑interest considerations, and protection of privileged and work‑product material (no client data enters non‑vetted/consumer‑grade tools).
• Professional responsibility: stay current on evolving guidance applicable to AI use by NY attorneys -including NY Rules of Professional Conduct (competence, confidentiality, and supervision of nonlawyer/technology assistance), applicable bar association guidance on generative AI (e.g., ABA and NYSBA‑level guidance, which continues to evolve - flag updates as they issue rather than relying on outdated summaries(ABA, NYSBA), and court‑specific AI disclosure or certification rules where they apply to litigation filings.
• Accuracy controls: implement verification protocols to guard against hallucinated citations, misstated facts, or unsupported numerical outputs before any AI‑assisted work product reaches a client or a filing.
• Data governance: work with IT/security to vet new AI tools for data handling, retention, training‑on‑customer‑data practices, and vendor contract terms (including indemnification and IP ownership of outputs).
  Note: this role identifies and manages AI‑related risk operationally; it does not substitute for the professional judgment of the supervising attorney of record on any matter and does not provide legal advice regarding the Firm's own regulatory or malpractice exposure (route those questions to the General Counsel/Risk Committee).

4. AI Tool & Vendor Evaluation

• Evaluate legal‑AI vendors and platforms (e.g., contract analysis, litigation support, legal research, drafting assistants) via pilots and structured comparison against cost, accuracy, security posture, and integration effort.
• Maintain relationships with existing AI/legal‑tech vendors and negotiate scope of pilots with Firm procurement.
• Track the competitive/market landscape for AI in real estate and litigation practice and bring forward recommendations.

5. AI Measurement & Reporting

• Track adoption, time savings, and quality outcomes from AI workflows; report periodically to Firm management on ROI and utilization by practice group.
• Solicit attorney feedback and iterate on prompts/workflows based on real matter experience.

6. Systems Administration

• Administer Active Directory / Azure AD (or equivalent) user accounts, groups, and permissions; manage Microsoft 365 tenant administration (Exchange Online, Teams, SharePoint, OneDrive, Intune device management).
• Manage the Firm's Citrix environment (published apps/desktops, session hosts) to support secure remote and hybrid access to firm systems.
• Administer VMware virtualized server infrastructure (ESXi/vCenter), including provisioning, monitoring, and maintenance of virtual machines.
• Use Microsoft Endpoint Configuration Manager (SCCM) for OS imaging, application deployment, and patch management across firm endpoints.
• Apply security patches and software updates across endpoints and core servers on a regular cadence; maintain endpoint management/MDM tooling.
• Support backup and disaster‑recovery processes for firm data, including periodic testing of restore procedures.

7. IT Security & Compliance

• Maintain endpoint security tools (antivirus/EDR), multi‑factor authentication, and conditional access policies in coordination with firm leadership and any outside security vendor.
• Support phishing‑simulation and security‑awareness initiatives for attorneys and staff, complementing AI‑use training.
• Flag security or compliance gaps that intersect

Required Qualifications

• 3+ years of experience implementing AI or legal-technology solutions in a law firm, corporate legal department, or legal‑adjacent professional services environment (litigation support, legal ops, knowledge management, or similar).
• Demonstrated hands‑on experience with large language model tools (e.g., ChatGPT Enterprise, Microsoft Copilot, Claude, Harvey, CoCounsel, or similar legal‑specific platforms) and prompt engineering -— not just familiarity as an end user.
• Working understanding of transactional real estate practice and/or civil litigation workflows sufficient to identify realistic use cases and evaluate output quality (prior paralegal, legal operations, or J.D. background strongly preferred).
• Working knowledge of Microsoft 365 administration (Exchange Online, Teams, SharePoint/OneDrive) and Active Directory or Azure AD user/permissions management, including patching, backups, and endpoint security basics.
• Hands‑on experience with Citrix (virtual apps/desktops), VMware (ESXi/vCenter) virtualization, and Microsoft SCCM (Configuration Manager) for imaging and patch/software deployment.
• Basic understanding of confidentiality, privilege, and data‑security issues specific to deploying AI and firm systems in a law firm setting.
• Excellent training and communication skills -— able to work effectively with senior partners as well as junior associates and staff, on both AI adoption and systems administration matters.
• Project management skills; ability to run multiple workflow‑build, training, and systems administration initiatives concurrently, prioritizing effectively across both domains.

Preferred Qualifications

• Advanced degree in a related field (e.g., data science, information science, computer science) combined with legal‑industry experience.
• Familiarity with retrieval‑augmented generation (RAG), agentic workflows, or light scripting/no‑code automation (Python, Power Automate, or similar) to connect AI tools to firm systems.
• IT certifications such as Microsoft Certified: Modern Desktop Administrator Associate, Microsoft 365 Certified: Administrator Expert, CompTIA Security+, or ITIL Foundation.
• Prior experience building a prompt library, AI governance policy, or firm‑wide AI training program.
• Familiarity with iManage, NetDocuments, or similar DMS platforms, and with e‑discovery or contract‑analytics tools.

Applicants must be authorized to work in the U.S.

We are an equal opportunity employer. We do not discriminate in hiring or employment against any individual based on race, color, gender, national origin, ancestry, religion, physical or mental disability, age, veteran status, sexual orientation, gender identity or expression, marital status, pregnancy, citizenship, or any other factor protected by anti‑discrimination laws.