Legal Operations Specialist

Norm; New York (NY); Hybride; USD 100 000 - 120 000; Plein temps

Avantages offerts par ce poste

401(k) with employer match

Health insurance

Dental insurance

Vision coverage

Unlimited paid time off

Free lunch in office daily

Employee referral bonus program

Résumé du poste

Norm Ai in New York City is hiring a Legal Operations Specialist to provide legal administrative support, manage client operations, and oversee billing matters in a hybrid role. You will work with partners, counsel, and the operations team to organize client relationships and matter management.

You will handle drafting, filings, engagement letters, and compliance tracking while liaising with attorneys and external providers to optimize billing workflows and WIP monitoring.

Qualifications

• 3–5+ years of experience as a paralegal, legal assistant, or billing coordinator in a law firm.
• Strong knowledge of legal administrative workflows, client billing practices, conflicts review, and timekeeping processes.
• Familiarity with corporate governance tasks (corporate filings, board materials, and maintaining minute books).
• Experience with legal billing software, e-billing platforms, and matter management systems.
• Excellent organizational skills with a proven ability to manage multiple matters simultaneously.
• Clear, professional communication skills: interface effectively with attorneys, clients, and vendors.
• Detail‑oriented with strong follow‑through and accuracy.
• Proactive and solutions‑oriented mindset in a fast‑paced environment.

Responsabilités

• Draft, proofread, and manage legal documents and correspondence.
• Assist with preparation and review of corporate documents, filings, and minute books.
• Support matter intake and maintain organized client files.
• Conduct light legal research where needed.
• Track compliance deadlines and ensure corporate records remain up to date.
• Liaise with attorneys and clients to resolve billing questions or discrepancies.
• Partner with external service providers to implement and maintain billing tools.
• Monitor WIP, aged accounts, fee arrangements, and ensure adherence to client billing guidelines.
• Support engagement letters, client intake forms, and compliance certifications.
• Ensure client records meet regulatory and operational requirements.
• Maintain databases and systems to improve matter management and reporting.
• Support conflict checks, including our conflicts system.

Connaissances

Paralegal workflows

Billing coordination

Timekeeping processes

Organization & multitasking

Professional communication

Attention to detail

Proactive problem solving

Outils

Legal billing software

e-billing platforms

Matter management systems

Description du poste

About Norm Ai
Norm Ai, the agentic law company, has a client base with a combined $30 trillion in assets under management.

Norm Ai pioneered Legal Engineering, the process that empowers lawyers to build and supervise domain-specific AI agents with Norm’s proprietary suite of no-code software tools. Norm Ai technology is deployed inside many of the largest and most consequential institutions in the world.

Norm Ai is also the technology behind Norm Law, LLP, a separate but affiliated AI-native law firm built for the era of agentic AI. Norm Law’s attorneys advise leading institutions across private funds, private equity, venture capital, real estate, registered funds, and financial regulation, using the same legal intelligence platform that powers Norm Ai’s products.
AI Fluency:
Norm Ai prefers all team members to be fluent in AI. Successful candidates actively use AI in their day-to-day work to support thinking, creation, and problem-solving. They use it to improve the quality and speed of their work and to continuously refine how work gets done end-to-end.
Candidates should be prepared to demonstrate and discuss their AI usage throughout the interview process, including concrete examples of tools, workflows, and outcomes. We look for practical, hands-on experience, not theoretical familiarity.

This Role

We’re hiring a Legal Operations Specialist to provide legal administrative support and manage client operations. This is a hybrid role that combines paralegal-level legal support with responsibility for overseeing client billing matters, managing engagement documentation, and ensuring compliance with client-specific requirements, among other operational responsibilities.

You’ll work closely with partners, counsel, associates and the operations team to organize, track, and manage client relationships and individual matters. This is a foundational role where you’ll help establish the systems and processes that ensure smooth legal operations for our growing client base.

What You’ll Do

Legal Administrative & Corporate Support

• Draft, proofread, and manage legal documents and correspondence.

• Assist with preparation and review of corporate documents, filings, and minute books.

• Support matter intake and maintain organized client files.

• Conduct light legal research where needed.

• Track compliance deadlines and ensure corporate records remain up to date.

• Billing & Client Operations

• Liaise with attorneys and clients to resolve billing questions or discrepancies.

• Partner with external service providers to implement and maintain billing tools.

• Monitor WIP, aged accounts, fee arrangements, and ensure adherence to client billing guidelines.

Engagement & Compliance Processes

• Support the preparation and tracking of engagement letters, client intake forms, and compliance certifications.

• Ensure client records meet regulatory and operational requirements.

• Maintain databases and systems to improve matter management, reporting, and workflow efficiency.

• Support conflict checks, including operating our conflicts system and reviewing conflict reports.

Special Projects & Cross-Functional Work

• Contribute to special projects, including corporate transactions, operational initiatives, or client‑specific projects as needed.

• Coordinate with internal stakeholders and external counsel to support business and legal priorities.

Process Improvement

• Help define and standardize administrative and billing processes.

• Contribute to operational projects that improve transparency and reduce administrative overhead for attorneys.

• Identify opportunities to streamline workflows and enhance the client experience.

What We’re Looking For

• 3–5+ years of experience as a paralegal, legal assistant, or billing coordinator in a law firm.

• Strong knowledge of legal administrative workflows, client billing practices, conflicts review, and timekeeping processes.

• Familiarity with corporate governance tasks (corporate filings, board materials, and maintaining minute books).

• Experience with legal billing software, e‑billing platforms, and matter management systems.

• Excellent organizational skills with a proven ability to manage multiple matters simultaneously.

• Clear, professional communication skills: able to interface effectively with attorneys, clients, and vendors.

• Detail‑oriented, with strong follow‑through and commitment to accuracy.

• Proactive and solutions‑oriented mindset, with the ability to thrive in a fast‑paced environment.

Compensation and Benefits

Base salary: $100,000 to $120,000 per year

The range displayed in this job posting reflects the minimum and maximum target for new hire salary for this position. Within the range, individual pay is determined by various factors, including job-related skills, experience, and relevant education or training.

Benefits: 401(k) with employer match, health, dental, vision coverage, unlimited paid time off, free lunch in office daily, employee referral bonus program

Work Location

Location: New York City

Work model: Hybrid

In-office expectation: 4 days per week

To learn more about Norm Ai, visit our website.