We are seeking an experienced, detail-oriented, and service-focused Legal Operations Specialist to oversee the daily administration of the firm's legal technology systems and support operational excellence across the practice.
Position Summary
This position serves as the firm's primary resource for legal case management administration, workflow optimization, user training, and legal technology support. Working closely with attorneys, paralegals, and administrative staff, the Legal Operations Specialist will ensure the firm's case management system is used consistently, accurately, and in accordance with established firm procedures.
The successful candidate will possess a strong understanding of law firm operations and legal workflows and enjoy improving processes, training users, solving problems, and helping legal professionals leverage technology to better serve clients.
In addition to legal operations responsibilities, this position provides day-to-day support for common technology issues involving legal applications, Microsoft 365, workstations, printers, conference room technology, and related office systems. Advanced technical support involving network infrastructure, servers, cybersecurity, and systems administration is provided by in-house IT professionals.
This is not an IT support position. Candidates should have prior experience working in a law firm or legal services environment and be comfortable supporting legal professionals through legal technology administration, workflow improvement, and end-user training.
This is a full-time, 100% in-office position.
Key Responsibilities
Legal Operations & Legal Technology Administration
- Serve as the primary administrator for the firm's case management system and related legal technology platforms.
- Ensure attorneys, paralegals, and legal staff consistently utilize the firm's case management software in accordance with established policies and best practices.
- Develop, maintain, and improve workflows for matter intake, document management, calendaring, task management, reporting, and case tracking.
- Monitor data quality, completeness, and consistency within the case management system.
- Provide onboarding and ongoing training to attorneys and staff on legal applications and operational procedures.
- Create and maintain user guides, documentation, and standard operating procedures.
- Generate operational, productivity, and management reports for firm leadership.
- Coordinate software updates, enhancements, and issue resolution with legal software vendors.
- Identify opportunities to improve operational efficiency through better use of technology and standardized processes.
- Collaborate with firm leadership on technology initiatives and workflow improvements.
User Support & Technology Coordination
- Provide first-level support for attorneys and staff using legal applications and standard office technology.
- Troubleshoot routine issues involving Microsoft 365, email, document management systems, printers, scanners, workstations, and conference room technology.
- Configure workstations, user accounts, and equipment for new hires.
- Coordinate with the firm's managed IT services provider on issues requiring advanced technical support.
- Assist with maintaining hardware and software inventory.
- Support user compliance with cybersecurity policies and firm technology standards.
- Document support requests, resolutions, and recurring issues.
Required Qualifications
- Minimum of three (3) years of experience working in a law firm, corporate legal department, or legal services organization.
- Experience supporting attorneys, paralegals, and legal staff in a professional legal environment.
- Experience administering or supporting legal case management software such as Litify, Filevine, or similar platforms.
- Strong understanding of legal workflows, document management, calendaring, matter management, and legal operations.
- Demonstrated ability to train users and improve business processes through effective use of technology.
- Proficiency with Microsoft 365, including Outlook, Word, Excel, Teams, and SharePoint.
- Ability to troubleshoot routine workstation, printer, peripheral, and software issues.
- Excellent organizational, analytical, and problem-solving skills.
- Strong verbal and written communication skills.
- Ability to manage multiple priorities while maintaining exceptional attention to detail.
- Ability to handle confidential and sensitive information with discretion and professionalism.
Preferred Qualifications
- Bachelor's degree in Business Administration, Legal Studies, Information Systems, or a related field, or an equivalent combination of education and experience.
- Experience implementing or upgrading legal software platforms.
- Familiarity with legal document management systems and legal billing applications.
- Experience developing training materials, process documentation, and standard operating procedures.
- Experience working with managed IT service providers.
Ideal Candidate
This position is ideal for someone who has built a career supporting the operational and technology needs of a law firm. Successful candidates may have experience as a Legal Operations Specialist, Legal Technology Coordinator, Law Office Administrator, Litigation Support Specialist, Practice Management Coordinator, Senior Legal Assistant, or Paralegal with significant responsibility for legal software administration and office technology.
Candidates whose experience is limited primarily to general help desk, desktop support, systems administration, or network administration without prior experience in a legal environment are unlikely to be successful in this role.
Why Join Our Firm?
This role offers the opportunity to become a trusted resource within the firm, working directly with attorneys and legal professionals to improve operational efficiency, strengthen technology adoption, and contribute to exceptional client service. If you enjoy solving problems, improving processes, and helping others succeed through technology, we'd like to hear from you.
Disclaimer: This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Responsibilities may change as business needs evolve. This does not constitute a contract of employment.
Pay: From $65,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
