Process Ownership & Operations Specialist (Work from home) - #34997

Manila Recruitment

Colorado

Remote

USD 60,000 - 80,000

Full time

14 days+

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Job summary

A boutique law firm is seeking a Legal Operations Support professional to manage operations, client intake, and process documentation. This full-time, contractor position requires 3-5 years of operational support experience in compliance-heavy environments, preferably in legal or finance. Candidates should demonstrate strong organizational and written communication skills. The role supports onboarding, training, and document management while ensuring operational efficiency during Mountain Time. Remote work is available.

Qualifications

3–5+ years experience in operations or process coordination.
Experience in compliance-heavy environments preferred.
Strong organization and communication skills.

Responsibilities

Manage client intake and matter setup.
Support budget preparation and quality checks.
Document workflows and maintain SOPs.
Assist in onboarding and training for new hires.

Skills

Process ownership and execution

Written communication skills

Organizational skills

Attention to detail

Workflow management

Experience with Microsoft 365

Tools

Clio Manage

SharePoint

OneNote

DocuSign

Microsoft 365

Job description

Our client is a nationally recognized boutique law firm based in the US serving public and private companies, ultra‑high‑net‑worth individuals, family offices, and aviation‑focused businesses throughout the United States. They are known for delivering sophisticated legal solutions with a high‑touch, relationship‑driven approach built on precision, strategy, and trust.

This is a great opportunity to join a firm that values precision, accountability, and process excellence. Your work keeps attorneys focused on clients by ensuring the firm’s operations stay accurate, efficient, and compliant.

This role is execution‑focused first. You will manage intake, billing support, document organization, and operational tracking. Over time, you will also help document workflows, maintain internal process libraries, and support structured onboarding and training initiatives. You do not need to be a formal instructional designer. However, you must be highly organized, process‑oriented, and capable of translating operational workflows into clear documentation. This is a remote position that requires working during Mountain Time (U.S.).

Full‑time, exclusive independent contractor engagements. This is a contractor relationship and should not be construed or misinterpreted as an employment agreement.

Responsibilities

Legal Operations Support

Client Intake & Matter Setup
Draft, circulate, and track engagement letters and conflict waivers
Create new clients and matters in Clio Manage and SharePoint
Verify billing details, retainers, and rates before system setup
Maintain organized digital files and templates

Budget & Billing Support

Generate WIP reports and monitor matter thresholds
Validate time entries and coordinate corrections
Support monthly prebill preparation and quality checks
Maintain budget trackers and flag discrepancies

Vendor & Administrative Coordination

Review vendor invoices
Track renewals and license allocations
Maintain compliance documentation in SharePoint
Onboarding & Offboarding Support
Coordinate system setup with IT vendors
Maintain onboarding checklists
Support access management and license reallocation

Process Documentation & Knowledge Support

Help improve process clarity across the firm
Document recurring workflows in a standardized format
Maintain organized SOPs in SharePoint and OneNote
Update templates and ensure version control
Assist leadership in capturing undocumented institutional knowledge
Identify areas where processes can be simplified or clarified
Experience building a knowledge base is a plus, but strong documentation discipline is required

Training & Process Adoption Support

Assist in strengthening internal onboarding and training consistency
Create onboarding guides for new hires
Convert documented workflows into step‑by‑step training materials
Support internal training sessions when needed
Track completion of required process reviews

Requirements

3–5+ years of experience in operations, process coordination, workflow management, or similar operational support roles
Must come from compliance‑heavy or professional services environments. Legal or finance background is highly preferred.
Demonstrated experience with process ownership and independent execution, not solely support‑level or task‑based administrative work
Background in process documentation, including creating and maintaining SOPs, workflow guides, internal process libraries, or operational manuals
Strong written communication skills with the ability to translate workflows into clear, structured documentation and training materials
Strong organizational skills and attention to detail
Experience working with Microsoft 365 and document management systems
Ability to manage multiple recurring workflows with accuracy
Clear written communication and strong follow‑through