Legal Operations Manager
Smartsuite
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Job summary
Capitolis is seeking a Legal Operations Manager to run the legal function’s operations, including intake, triage, contract lifecycle, and matter and spend management. The role focuses on technology, templates, and metrics to keep the department routed, tracked, and measurable.
You will own workflows, enforce standard templates, and coordinate cross-department reviews with procurement, sales, marketing, and HR to ensure timely and compliant execution across the business.
Responsibilities
- Run legal intake, triage and request routing
- Own contract lifecycle processes, templates and playbooks
- Manage matters, outside counsel and legal spend
- Administer legal technology and knowledge
- Track department metrics, cycle times and workload
- Coordinate legal reviews for procurement, sales and marketing
Skills
Tools
Job description
The Legal Operations Manager runs the legal function's operations: intake and triage, contract lifecycle, matter and spend management, technology, templates and the metrics that show how the department performs. They make legal work routed, tracked and measurable.
The Legal Operations Manager runs the legal function's operations: intake and triage, contract lifecycle, matter and spend management, technology, templates and the metrics that show how the department performs.
- Run legal intake, triage and request routing
- Own contract lifecycle processes, templates and playbooks
- Manage matters, outside counsel and legal spend
- Administer legal technology and knowledge
- Track department metrics, cycle times and workload
- Coordinate legal reviews for procurement, sales and marketing
Who this role reports to, who reports to them, and the peers they work with most.
The Legal Operations Manager makes legal work routed, tracked and measurable, and the General Counsel, the CFO and the business teams waiting on a contract judge the department by cycle time and spend. SmartSuite gives intake, contracts, matters and outside counsel one workspace, so department metrics are a view, not a project.
Approved templates and playbooks are reused on every NDA, contract and policy update, so the lawyer picking up a request starts from your standard and the business gets the same terms whoever reviewed them.
Legal Matter Management assigns an owner to every matter and surfaces where work is stuck in real time, so you can rebalance a lawyer's queue before an internal client escalates to the General Counsel.
The legal calendar automates reminders for deadlines, renewals, filings and contractual obligations, so an auto-renewal clause or a regulatory filing is actioned on time rather than discovered when the invoice or the notice arrives.
Cross-department workflows align Legal with Procurement, HR, Finance and Security, so the Procurement Manager's vendor contract and the Revenue Operations Manager's customer deal enter the same review path and neither waits on a forwarded email.
Cross-department compliance alignment pushes approved legal positions into HR, vendor and procurement workflows, so the clause the Privacy Program Manager requires appears in the vendor onboarding step rather than in a review note afterwards.
Policies Legal owns are distributed and acknowledged with consistent tracking, so when the Compliance Counsel asks who has attested to the code of conduct or the gifts policy the answer is a report, not a survey.
Use the AI Assistant in a SmartDoc field to summarize contracts, extract obligations and draft responses, so the obligations register behind each executed agreement is populated as the contract closes rather than rebuilt when a dispute arises.
Audit-ready legal records keep complete histories of changes, approvals and decisions with controlled document versions, so a SOX contract-approval control or an e-discovery request is answered from the record you already keep.
Enterprise-grade legal security protects sensitive matters with permissions, encryption and SSO/2FA, so a litigation file is visible to the lawyers on it and the Shared Services Director sees workload, not content.
Intake. Captures legal requests through one intake with triage, routing and SLAs.
Contracts. Runs contract review and approval workflows with clause flags, renewals and a searchable repository.
Matters. Tracks matters and outside counsel spend against budget.
Reporting. Reports cycle times, workload and spend to the General Counsel.
Capture and manage legal requests with intake forms, rule-based routing, and dashboards that show legal workload and response times.
Manage contracts across their full lifecycle in one platform for drafting, approvals, renewals, and compliance.
Track and manage legal matters, cases, and workflows with real-time visibility across legal operations.
Track legal spend, manage outside counsel invoices, and compare law firm cost and performance with linked matters, approvals, and dashboards.
CLOC's Core 12 defines the discipline across twelve functional areas, from financial management, firm and vendor management and technology to knowledge management, practice operations and strategic planning. The records the function keeps increasingly double as compliance evidence: contract approvals under SOX controls, processor terms and records of processing under GDPR, and litigation holds under the Federal Rules of Civil Procedure, where Rule 37(e) lets a court impose measures when a party fails to take reasonable steps to preserve electronically stored information.
Each is a reason the intake, contract, matter and spend records are kept as management information rather than as administration.
The Legal Operations Manager runs the legal function's operations: intake, triage and request routing, the contract lifecycle with its templates and playbooks, matter and outside counsel spend management, legal technology and knowledge, and the department metrics, cycle times and workload the General Counsel uses to run the function. They also coordinate legal reviews for procurement, sales and marketing. The aim is that legal work is routed, tracked and measurable rather than arriving by email and leaving by memory.
Legal Requests & Intake captures legal requests through one intake with triage, routing and SLAs, so a request from sales, procurement or marketing arrives in the same form, is triaged by type and urgency, routed to the right lawyer and measured against a response time. The Revenue Operations Manager and Procurement Manager raise requests there rather than through side channels, which is what makes cycle times measurable at all.
Contract Lifecycle Management (CLM) runs contract review and approval workflows with clause flags, renewals and a searchable repository. A contract moves through review with the clauses that need attention flagged, approvals recorded in sequence and the executed version filed where it can be found, and renewal dates surface before they pass. The Privacy Program Manager and Compliance Counsel review their clauses in the same workflow, so the legal review of a vendor's data terms happens inside the contract record.
Legal Matter Management tracks matters and Legal Spend & Outside Counsel Management tracks outside counsel spend against budget, so each matter shows its status, the firm engaged and what has been spent against what was approved. The Legal Operations Manager can see which matters are running over, which firms account for the spend and where budget remains, and the General Counsel has the same view when deciding what to send outside.
SmartSuite reports cycle times, workload and spend to the General Counsel from the intake, contract and matter records as they stand. The Legal Operations Manager can show how long requests take by type, how work is distributed across the team and what outside counsel is costing by matter, without re-keying anything into a slide. The Shared Services Director sees the same service metrics for the function alongside other shared services.
New customers can start with SmartSuite Onboarding, a guided four-week program around one or two priority workflows. For a legal team the first workflow is intake: agree the request types and routing rules, load the active matters with their budgets and firms, and bring the contract templates and playbooks into the review workflow. Executed contracts can be loaded into the repository as they are needed, and the records then double as evidence under privacy law, SOX contract-approval controls and e-discovery duties.
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