Legal Operations Specialist

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  Draft, proofread, and manage legal documents and correspondence.

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  Assist with preparation and review of corporate documents, filings, and minute books.

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  Support matter intake and maintain organized client files.

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  Conduct light legal research where needed.

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  Track compliance deadlines and ensure corporate records remain up to date.

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  Billing & Client Operations

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  Liaise with attorneys and clients to resolve billing questions or discrepancies.

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  Partner with external service providers to implement and maintain billing tools.

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  Monitor WIP, aged accounts, fee arrangements, and ensure adherence to client billing guidelines.

• Support the preparation and tracking of engagement letters, client intake forms, and compliance certifications.

• Ensure client records meet regulatory and operational requirements.

• Maintain databases and systems to improve matter management, reporting, and workflow efficiency.

• Support conflict checks, including operating our conflicts system and reviewing conflict reports.

• Contribute to special projects, including corporate transactions, operational initiatives, or client-specific projects as needed.

• Coordinate with internal stakeholders and external counsel to support business and legal priorities.

• Help define and standardize administrative and billing processes.

• Contribute to operational projects that improve transparency and reduce administrative overhead for attorneys.

• Identify opportunities to streamline workflows and enhance the client experience.

• 3–5+ years of experience as a paralegal, legal assistant, or billing coordinator in a law firm.

• Strong knowledge of legal administrative workflows, client billing practices, conflicts review, and timekeeping processes.

• Familiarity with corporate governance tasks (corporate filings, board materials, and maintaining minute books).

• Experience with legal billing software, e-billing platforms, and matter management systems.

• Excellent organizational skills with a proven ability to manage multiple matters simultaneously.

• Clear, professional communication skills: able to interface effectively with attorneys, clients, and vendors.

• Detail-oriented, with strong follow-through and commitment to accuracy.

• Proactive and solutions-oriented mindset, with the ability to thrive in a fast-paced environment.

Location: New York City

Work model: Hybrid

In-office expectation: 4 days per week

To learn more about Norm Ai, visit our website.