Business Operations and AI Enablement Manager

Allvue Systems; Coral Gables (FL); On-site; USD 120,000 - 190,000; Full time

Job summary

Allvue Systems is seeking a Legal Operations professional to own the operational engine of the Legal department. You will design intake, triage, and prioritization, standing up ticketing and matter management, and applying AI to automate manual tasks.

You will work hands-on in low-code and AI platforms, architecting end-to-end processes, and collaborating with IT, Security, and Compliance to ensure governance and risk controls.

Qualifications

• 5+ years in business operations, legal operations, or contract operations.
• Hands-on experience configuring workflow/work management platforms.
• Strong stakeholder management and influencing skills.

Responsibilities

• Design intake, triage, and prioritization processes for legal workflows.
• Configure AI and automation tools to reduce manual work.
• Build dashboards and KPIs to track department performance.
• Lead change management and adoption of new tools and processes.

Skills

Operations experience

Project management

Stakeholder management

Education

Bachelor's degree

Tools

Jira

Salesforce

Power Automate

Zapier

Job description

About Allvue

We are Allvue Systems, the leading provider of software solutions for the Private Capital and Credit markets. Whether a client wants an end-to-end technology suite, or independently focused modules, Allvue helps eliminate the boundaries between systems, information, and people. We’re looking for ambitious, smart, and creative individuals to join our team and help our clients achieve their goals. Working at Allvue Systems means working with pioneers in the fintech industry. Our efforts are powered by innovative thinking and a desire to build adaptable financial software solutions that help our clients achieve even more. With our common goals of growth and innovation, whether you’re collaborating on a cutting-edge project or connecting over shared interests at an office happy hour, the passion is contagious. We want all of our team members to be open, accessible, curious and always learning. As a team, we take initiative, own outcomes, and have passion for what we do. With these pillars at the center of what we do, we strive for continuous improvement, excellent partnership and exceptional results. Come be a part of the team that’s revolutionizing the alternative investment industry. Define your own future with Allvue Systems!

About Allvue

We are Allvue Systems, the leading provider of software solutions for the Private Capital and Credit markets. Whether a client wants an end-to-end technology suite, or independently focused modules, Allvue helps eliminate the boundaries between systems, information, and people. We’re looking for ambitious, smart, and creative individuals to join our team and help our clients achieve their goals. Working at Allvue Systems means working with pioneers in the fintech industry. Our efforts are powered by innovative thinking and a desire to build adaptable financial software solutions that help our clients achieve even more. With our common goals of growth and innovation, whether you’re collaborating on a cutting-edge project or connecting over shared interests at an office happy hour, the passion is contagious. We want all of our team members to be open, accessible, curious and always learning. As a team, we take initiative, open outcomes, and have passion for what we do. With these pillars at the center of what we do, we strive for continuous improvement, excellent partnership and exceptional results. Come be a part of the team that’s revolutionizing the alternative investment industry. Define your own future with Allvue Systems!

Job Summary

This role owns the operational engine of the Legal department: how work comes in, how it gets prioritized, how it moves, and how we know whether any of it is working. You will design the intake and triage model, stand up the ticketing and matter management systems behind it, and apply our approved AI and automation tools to take manual effort out of the process.

You will be hands‑on. This is not a software engineering role and you will not be writing production code, but you will be in the tools every day: building workflows, wiring automations, configuring AI assistants, and shipping working solutions rather than requirements documents. We are looking for someone who engineers solutions to business problems, meaning you can architect how a process should work, build most of it yourself in low‑code and AI platforms, and know exactly when to pull IT in for the parts that need real engineering.

Responsibilities

Intake, triage, and prioritization

• Design and run the intake model: request forms, routing logic, and self-service paths that get requests to the right person the first time
• Build prioritization frameworks that weigh urgency, complexity, business impact, and risk, and apply them consistently
• Establish service‑level expectations and hold the process to them
• Maintain visibility into workload, active matters, resource allocation, and team capacity
• Recommend service delivery improvements that increase responsiveness and transparency for the business

Applying AI and automation

• Identify where routine work can be automated or AI‑assisted, and prioritize by real impact rather than novelty
• Configure and deploy approved enterprise AI tools against document‑heavy and repetitive tasks: request summarization, triage suggestions, document generation, first‑pass review, and knowledge retrieval
• Build automated approval workflows, routing rules, notifications, and escalation paths
• Stand up AI‑assisted knowledge access so the business can self‑serve answers to routine questions
• Stay current on emerging AI capabilities and translate them into practical, production‑ready use cases for the team
• Work within our AI governance framework alongside IT, Security, and Compliance, and design in appropriate human review given legal and risk requirements

Process design and governance

• Map and redesign workflows end to end, from intake through completion
• Eliminate friction points and manual handoffs, and build processes that scale with volume
• Develop knowledge management frameworks, operational documentation, training materials, and process governance resources
• Lead change management for new practices, technologies, and service delivery models

Systems and technology

• Serve as the department's business owner and administrator for core platforms: ticketing, matter management, CLM, e‑signature, knowledge management, and collaboration tools
• Define requirements for integrations across Salesforce, Jira, CLM, and adjacent systems, and partner with IT to deliver them
• Partner with IT, Security, Product, and Revenue Operations to improve data flow between systems
• Translate business needs into clear technical requirements, and technical constraints into plain language for the Legal team

Reporting and insights

• Define and maintain dashboards and operational reporting for the department
• Establish KPIs including request volume, turnaround time, workload distribution, service‑level attainment, and efficiency measures
• Use the data to find bottlenecks and deliver cycle‑time analysis
• Deliver reporting and insights to the CLO and executive leadership to support planning and resource decisions
• Maintain visibility into outside counsel and vendor spend: matter budgets, invoice trends, rate changes, and budget‑to‑actual performance

Adoption and enablement

• Train stakeholders and drive real adoption of new tools and workflows
• Write clear documentation, playbooks, and self‑service guidance
• Track adoption metrics: usage, time saved, error reduction, and self‑service rate

What Success Looks Like

In your first year, you will have:

• Replaced ad hoc intake with a structured, measurable request and triage process
• Reduced manual effort measurably through automation and AI‑assisted workflows
• Given leadership real visibility into the department's workload through dashboards and reporting
• Increased self‑service so routine questions no longer require a lawyer
• Applied AI responsibly and demonstrably improved team productivity
• Helped position Legal as a data‑driven business partner

Requirements

• Bachelor's degree, or equivalent practical experience
• 5+ years in business operations, legal operations, legal project management, contract operations, or a similar process and systems ownership role
• Demonstrated experience designing and implementing intake, triage, or request management processes that improved speed and scale
• Hands‑on experience configuring and administering workflow, ticketing, or work management platforms (for example: Jira, ServiceNow, Salesforce, Asana)
• Demonstrated ability to build solutions yourself, not just specify them: automations, forms, routing rules, integrations, or dashboards you designed and shipped in low‑code or automation platforms (for example: Power Automate, Zapier, Retool, Jira automation, UiPath)
• Practical experience applying AI and automation tools to real business workflows, with results you can describe
• Technical fluency sufficient to hold your own with IT and Security: you can read an API doc, reason about how systems and data connect, scope an integration, and tell the difference between what a tool can genuinely do and what a vendor claims
• Experience building operational dashboards and KPI reporting, and using data to drive decisions
• Advanced Excel, including data analysis, dashboard development, and executive reporting
• Strong stakeholder management and influencing skills, including driving alignment across functions without formal authority
• Proven ability to run multiple high‑impact initiatives at once without sacrificing quality or responsiveness
• Excellent written and verbal communication, including presenting recommendations to senior leadership
• Experience leading change management and driving adoption of new tools and operating models
• Working knowledge of process mapping, business process improvement, and project management methodology

Strongly Preferred

• Experience supporting an in‑house legal department
• Experience in SaaS, technology, fintech, or another high‑growth, data‑driven environment
• Familiarity with legal‑specific platforms: CLM, matter management, e‑billing, or legal intake tools
• Comfort with light scripting or query work (SQL, Python, or similar) to pull and shape data, without needing it to be your primary skill
• Practical fluency with enterprise AI assistants and document‑centric AI tools, including prompt design and knowing where these tools fail
• Awareness of legal risk considerations, including accuracy, auditability, confidentiality, and defensibility

How You Work

• Loves solving operational problems and instinctively questions inefficient processes
• Builder by default: your first instinct is to prototype something, not to schedule a meeting about it
• Enjoys building systems that other people actually use
• Comfortable operating independently with a high degree of autonomy and accountability
• Communicates effectively with both lawyers and technical teams
• Balances creativity with disciplined execution
• Energized by continuous improvement

Education/Certifications

• Bachelor's degree

What We Offer

• Health Coverage options along with other voluntary benefits
• Enterprise Udemy membership with access to thousands of personal and professional development courses
• 401K with Company match up to 4% or Employee Pension plan
• Competitive pay and year‑end bonus potential
• Flexible PTO
• Charitable Donation matching, along with Volunteer and Voting PTO
• Numerous team building activities to promote collaboration in a fun and fast‑paced work environment

EEOC Statement

Allvue Systems provides equal employment opportunities (EEO) for all employees and applicants for employment. We recognize the real value of bringing people together from diverse backgrounds, experiences and perspectives - we don’t just accept difference, we celebrate and support it. We are committed to advancing these efforts through our strategies to hire, promote, create and support a diverse and inclusive environment throughout our workforce and workplace. It is our policy to prohibit discrimination and harassment of any type without regard to race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law. In addition, Allvue will provide reasonable accommodations for qualified individuals with disabilities.