Operations Support, Process Specialist

Role Overview

• Manage intake, billing support, document organization, and operational tracking
• Help document workflows, maintain internal process libraries, and support structured onboarding and training initiatives
• 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
• 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
• Training & Process Adoption Support
• 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

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****

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