Legal Operations Specialist

AI Fluency

Norm Ai prefers all team members to be fluent in AI. Successful candidates actively use AI in their day-to-day work to support thinking, creation, and problem-solving. They use it to improve the quality and speed of their work and to continuously refine how work gets done end-to-end.

Candidates should be prepared to demonstrate and discuss their AI usage throughout the interview process, including concrete examples of tools, workflows, and outcomes. We look for practical, hands-on experience, not theoretical familiarity.

This Role

We’re hiring a Legal Operations Specialist to provide legal administrative support and manage client operations. This is a hybrid role that combines paralegal-level legal support with responsibility for overseeing client billing matters, managing engagement documentation, and ensuring compliance with client-specific requirements, among other operational responsibilities.

You’ll work closely with partners, counsel, associates and the operations team to organize, track, and manage client relationships and individual matters. This is a foundational role where you’ll help establish the systems and processes that ensure smooth legal operations for our growing client base.

What You’ll Do

Legal Administrative & Corporate Support

• Draft, proofread, and manage legal documents and correspondence.
• Assist with preparation and review of corporate documents, filings, and minute books.
• Support matter intake and maintain organized client files.
• Conduct light legal research where needed.
• Track compliance deadlines and ensure corporate records remain up to date.
• Billing & Client Operations
• Liaise with attorneys and clients to resolve billing questions or discrepancies.
• Partner with external service providers to implement and maintain billing tools.
• Monitor WIP, aged accounts, fee arrangements, and ensure adherence to client billing guidelines.

Engagement & Compliance Processes

• 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.

Special Projects & Cross-Functional Work

• 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.

Process Improvement

• 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.

What We’re Looking for

• 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.

Base salary

$100,000 to $120,000 per year

The range displayed in this job posting reflects the minimum and maximum target for new hire salary for this position. Within the range, individual pay is determined by various factors, including job-related skills, experience, and relevant education or training.

Benefits

401(k) with employer match, health, dental, vision coverage, unlimited paid time off, free lunch in office daily, employee referral bonus program

• WORK LOCATION
• Location: New York City
• Work model: Hybrid
• In-office expectation: 4 days per week