Legal Operations Specialist

Norm Ai; United States; Hybride; USD 70 000 - 100 000; Plein temps

Avantages offerts par ce poste

Equity

401(k) with employer matching

Health, dental, hospital, vision

Free lunch in office

Paid parental leave

State bar fee reimbursement

Relocation reimbursement to NYC

Résumé du poste

Norm Ai is seeking a Legal Operations Specialist to provide legal administrative support and manage client operations. The role blends paralegal-level support with oversight of client billing, engagement documentation, and compliance with client-specific requirements.

You'll collaborate with partners, counsel, associates, and the operations team to organize, track, and manage client relationships and matters, helping establish scalable systems and processes for our growing client base.

Qualifications

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

Responsabilités

• Provide legal administrative support and manage client operations.
• Oversee client billing matters and engagement documentation.
• Organize, track, and manage client relationships and matters.
• Draft, proofread, and manage legal documents and correspondence.
• Support preparation and review of corporate documents, filings, and minute books.
• Manage matter intake and maintain client files.
• Conduct light legal research as needed.
• Track compliance deadlines and maintain corporate records.
• Support conflict checks and operate the conflicts system.
• Contribute to special projects and coordinate with stakeholders.
• Define and standardize administrative and billing processes.
• Identify opportunities to streamline workflows and enhance client experience.

Connaissances

Paralegal experience

Billing coordination

Organizational skills

Conflict checks

Timekeeping

Legal billing software

E-billing platforms

Matter management

Corporate governance

Professional communication

Outils

Legal billing software

E-billing platforms

Matter management systems

Conflicts system

Description du poste

• 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
• 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
• 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
• 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
• 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

Benefits

• Competitive salary and equity
• 401(k) plan with a highly competitive employer matching contribution
• Top-tier health, dental, hospital, accident and vision insurance
• Free lunch provided when working from the office
• Paid parental leave
• State bar fee reimbursement
• Relocation reimbursement to move to NYC

Requirements

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