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Operations Support & Process Specialist (Training, Documentation) Remote

M

Manila Recruitment

Full-time
Remote

Our client is a nationally recognized boutique law firm 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.

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

  • As part of this role, you will 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 a strong documentation discipline is required.

Training & Process Adoption Support

  • You will assist in strengthening internal onboarding and training consistency.
  • Help 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
  • Formal instructional design experience is not required, but the ability to explain processes clearly and structure information logically is essential.

Governance & Reporting

  • Submit daily EOD reports summarizing progress and open items
  • Maintain trackers for intake, billing, and vendor coordination
  • Record meeting notes with assigned owners and deadlines
  • Assist in refining internal operational standards

AI and Automation Utilization

  • Use AI tools (ChatGPT, Microsoft Copilot, Clio Assist, etc.) to streamline administrative tasks such as drafting emails, generating checklists, preparing engagement letters, summarizing documents, and creating standard templates.
  • Apply AI to improve efficiency in data entry, matter setup, client onboarding workflows, and drafting task lists.
  • Use AI to cross-check information, verify accuracy, and assist in error reduction across recurring processes.
  • Leverage automation features in Microsoft 365 (Power Automate, Copilot in Outlook/SharePoint/OneNote) to reduce bottlenecks and accelerate turnaround times.

Maintain responsible and compliant use of AI tools, following firm guidelines for confidentiality, privacy, and data handling.

Must-have Skills / Qualification:

  • 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

Preferred but not required:

  • Experience documenting SOPs or workflows
  • Exposure to onboarding or internal training coordination
  • Familiarity with Clio Manage
  • Experience using AI tools to increase productivity

Tools You’ll Use

  • Clio Manage
  • SharePoint
  • OneNote
  • DocuSign
  • Microsoft 365
  • Quo (OpenPhone)

Monday to Friday - 8:00am to 5:00pm MST

Work from home