[Hiring] Operations & Process Specialist @Booth and Partners Pte Ltd

Role Description

We are seeking a highly detail-oriented Operations & Process Specialist to support core legal operations while helping formalize and improve our internal processes. This role is execution-focused first. You will manage:

• Intake
• Billing support
• Document organization
• Operational tracking

Over time, you will also help document workflows, maintain internal process libraries, and support structured onboarding and training initiatives. You do not need to be a formal instructional designer. However, you must be highly organized, process-oriented, and capable of translating operational workflows into clear documentation. This is a full-time, exclusive independent contractor engagement. The position is fully remote and requires working during U.S. Mountain Time.

Qualifications

• 5+ years of progressive experience in legal administration, operations coordination, or law firm support
• Strong organizational skills and attention to detail
• Experience working with Microsoft 365 and document management systems
• Ability to manage multiple recurring workflows with accuracy
• Clear written communication and strong follow-through

Requirements

• Experience documenting SOPs or workflows (preferred but not required)
• Exposure to onboarding or internal training coordination (preferred but not required)
• Familiarity with Clio Manage (preferred but not required)
• Experience using AI tools to increase productivity (preferred but not required)

Benefits

• Remote work opportunity
• Flexible working hours during U.S. Mountain Time

Company Description

Reports directly to the Director of Operations.

Key Responsibilities

• Legal Operations Support, Client Intake & Matter Setup
  • Draft, circulate, and track engagement letters and conflict waivers
  • Create new clients and matters in Clio Manage and SharePoint
  • Verify billing details, retainers, and rates before system setup
  • Maintain organized digital files and templates
• Budget & Billing Support
  • Generate WIP reports and monitor matter thresholds
  • Validate time entries and coordinate corrections
  • Support monthly prebill preparation and quality checks
  • Maintain budget trackers and flag discrepancies
• Vendor & Administrative Coordination
  • Review vendor invoices
  • Track renewals and license allocations
  • Maintain compliance documentation in SharePoint
• Onboarding & Offboarding Support
  • Coordinate system setup with IT vendors
  • Maintain onboarding checklists
  • Support access management and license reallocation
• Process Documentation & Knowledge Support
  • Document recurring workflows in a standardized format
  • Maintain organized SOPs in SharePoint and OneNote
  • Update templates and ensure version control
  • Assist leadership in capturing undocumented institutional knowledge
  • Identify areas where processes can be simplified or clarified
• Training & Process Adoption Support
  • Help create onboarding guides for new hires
  • Convert documented workflows into step-by-step training materials
  • Support internal training sessions when needed
  • Track completion of required process reviews
• Governance & Reporting
  • Submit daily EOD reports summarizing progress and open items
  • Maintain trackers for intake, billing, and vendor coordination
  • Record meeting notes with assigned owners and deadlines
  • Assist in refining internal operational standards
• AI and Automation Utilization
  • Use AI tools (ChatGPT, Claude, Microsoft Copilot, Clio Assist, etc.) to streamline administrative tasks
  • Apply AI to improve efficiency in data entry, matter setup, client onboarding workflows, and drafting task lists
  • Leverage automation features in Microsoft 365 to reduce bottlenecks and accelerate turnaround times
  • Maintain responsible and compliant use of AI tools, following firm guidelines for confidentiality, privacy, and data handling

Successful Profile

• Process-oriented and disciplined: brings structure and consistency to recurring workflows
• Detail-obsessed: catches small errors before they compound and double-checks own work
• Proactive: flags issues, gaps, and improvement opportunities without being asked
• Clear communicator: translates operational steps into documentation any teammate can follow