Operations Support, Process Specialist

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

📋 Description

• Oversee the intake process, provide billing support, organize documents, and track operational activities.

• Assist in documenting workflows, maintaining internal process libraries, and facilitating structured onboarding and training programs.

• Provide Legal Operations Support, focusing on Client Intake and Matter Setup.

• Prepare, circulate, and monitor engagement letters and conflict waivers.

• Establish new clients and matters within Clio Manage and SharePoint.

• Confirm billing details, retainers, and rates prior to system configuration.

• Keep well-organized digital files and templates.

• Offer Budget and Billing Support by generating WIP reports and tracking matter thresholds.

• Validate time entries and coordinate any necessary corrections.

• Assist in the preparation of monthly pre-bills and perform quality checks.

• Maintain budget trackers and identify any discrepancies.

• Coordinate with vendors and manage administrative tasks by reviewing vendor invoices.

• Monitor renewals and manage license allocations.

• Ensure compliance documentation is maintained in SharePoint.

• Support Onboarding and Offboarding by coordinating system setup with IT vendors.

• Keep onboarding checklists updated.

• Manage access and facilitate license reallocation.

• Document recurring workflows in a standardized format as part of Process Documentation and Knowledge Support.

• Organize SOPs in SharePoint and OneNote.

• Update templates and ensure version control is upheld.

• Assist leadership in documenting undocumented institutional knowledge.

• Identify opportunities to simplify or clarify processes.

• Aid in Training and Process Adoption by creating onboarding guides for new hires.

• Transform documented workflows into detailed training materials.

• Provide support for internal training sessions as needed.

• Track the completion of mandatory process reviews.

⛳️ Requirements

• 3–5+ years of experience in operations, process coordination, workflow management, or similar operational support roles.

• Candidates must have a background in compliance-heavy or professional services environments, with a preference for legal or finance experience.

• Proven experience in **process ownership and independent execution**, as opposed to solely support-level or task-based administrative functions.

• Experience in **process documentation**, including the creation and maintenance of SOPs, workflow guides, internal process libraries, or operational manuals.

• **Excellent written communication skills with the capability to convert workflows into clear, structured documentation and training materials.**

• Strong organizational abilities and meticulous attention to detail.

• Familiarity with Microsoft 365 and document management systems.

• Capacity to manage multiple recurring workflows accurately.

• Clear written communication skills and strong follow-through.

• Preferred but not mandatory:

• Experience in documenting SOPs or workflows.

• Exposure to onboarding or internal training coordination.

• Familiarity with Clio Manage.

• Experience utilizing AI tools to enhance productivity.

🏝️ Benefits

• Competitive salary and performance-based incentives.

• Comprehensive health, dental, and vision insurance.

• Opportunities for professional development and growth.

• Flexible work arrangements to support work-life balance.

• Collaborative and inclusive work environment.