Legal Operations Assistant

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Fill out standard forms, closing documents, and routine legal papers using predefined templates and guidelines.

• Accurately and consistently input transaction-specific information into documents.

• Prepare document packages and compile exhibits, schedules, and attachments.

• Monitor document versions and keep records of drafts, executed copies, and amendments.

• Check legal and closing documents against checklists to ensure all required fields, signatures, dates, exhibits, and notarizations are included.

• Verify names, entities, dates, dollar amounts, and property or account identifiers across document sets.

• Highlight missing elements, discrepancies, and inconsistencies to the designated attorney or manager.

• Maintain and update closing checklists until completion.

• Organize executed documents, correspondence, and transaction records using established naming conventions and folder structures.

• Ensure that matter files are complete and current, and retrieve documents upon request.

• Assist with recordkeeping and retention practices.

• Manage SharePoint sites and shared drives, including folder structures, metadata, permissions, and document libraries.

• Conduct audits and eliminate duplicates, misfiled materials, stray files, outdated versions, and filing gaps.

• Aid in documenting and enforcing filing standards within the team.

• Monitor deadlines and outstanding items, providing status updates as necessary.

• Maintain trackers, logs, and simple reports on document and matter status.

• Assist with recurring administrative processes for the legal team.

⛳️ Requirements

• Bachelor’s degree or equivalent relevant work experience.

• Over 2 years of experience in legal support, paralegal support, document control, or a high-accuracy administrative role.

• Proven experience in handling legal documents.

• Strong proficiency in Microsoft SharePoint, including navigating sites, managing document libraries, and employing folder and naming conventions.

• Proficiency in Microsoft Office, especially Word, Excel, and Outlook.

• Experience with Word templates, styles, and the track changes feature.

• Comfortable working with PDFs, including merging, splitting, bookmarking, and assembling document packages.

• Excellent written and spoken English skills.

• Preferred: Previous experience supporting a US-based legal team or law firm.

• Preferred: Familiarity with US closing processes and various closing document types.

• Preferred: Experience with a document management or contract management system.

• Preferred: Paralegal certificate or relevant coursework.

• Exceptional attention to detail.

• Systematic and organized approach.

• Reliable follow-through on tasks.

• Clear written communication and prompt escalation of issues.

• Ability to handle confidential and sensitive information with discretion.

🏝️ Benefits

• Work from home.

• Monday to Friday schedule.

• Philippine holidays observed.