Legal Operations Assistant

Job Overview

We are looking for a detail-oriented Legal Operations Assistant to support the legal team with document preparation, review, filing, and records management. This is a support-focused role centered on organization, accuracy, consistency, and maintaining reliable document systems rather than legal analysis or judgment.

Job Details:

• Work set up:

  Work from Home

• Schedule:

  Monday to Friday | 8:00 PM to 5:00 AM | Philippine Time (PHT)

• Holiday:

  Will follow Philippine Holidays

Key responsibilities:

• Document preparation and completion
  • Complete standard forms, closing documents, and other routine legal documentation using established templates and instructions
  • Populate documents with transaction-specific information accurately and consistently
  • Prepare document packages and assemble exhibits, schedules, and attachments
  • Track document versions and maintain clear records of drafts, executed copies, and revisions

• Document review for completeness and accuracy
  • Review legal and closing documents against checklists to confirm all required fields, signatures, dates, exhibits, and notarizations are present and correct
  • Cross-check names, entity names, dates, dollar amounts, and property or account identifiers for consistency across a document set
  • Flag missing items, discrepancies, and inconsistencies to the responsible attorney or manager - escalate rather than assume
  • Maintain and update closing checklists through to completion

• Filing and document management
  • File executed documents, correspondence, and transaction records according to established naming and folder conventions
  • Maintain accurate, current, and complete matter files
  • Retrieve documents and produce document sets on request, often on short turnaround
  • Support recordkeeping and retention practices as directed

• SharePoint and shared drive administration
  • Keep SharePoint sites and the shared drive organized, consistently structured, and free of duplicates and misfiled material
  • Ensure documents are saved in the correct location with correct naming conventions applied
  • Perform routine audits to identify gaps, stray files, and outdated versions, and clean them up
  • Assist with maintaining folder structures, metadata, and permissions as directed
  • Help document and enforce filing standards across the team

• General legal administrative support
  • Assist with miscellaneous document-related and administrative tasks as needed
  • Track deadlines and outstanding items and provide status updates
  • Maintain trackers, logs, and simple reports on document and matter status
  • Support recurring administrative processes for the legal team

Required qualifications:

• Bachelor's degree, or equivalent relevant work experience
• 2+ years of experience in a legal support, paralegal support, document control, or high-accuracy administrative role
• Demonstrated experience handling legal documents - [real estate closings / commercial lending / contracts / corporate records - specify]
• Strong working knowledge of Microsoft SharePoint, including navigating sites, managing document libraries, and applying folder and naming conventions
• Proficiency with Microsoft Office, particularly Word (including working with templates, styles, and track changes), Excel, and Outlook
• Comfortable working with PDFs - merging, splitting, bookmarking, and assembling document packages (Adobe Acrobat or similar)
• Excellent written and spoken English

Preferred qualifications:

• Prior experience supporting a US-based legal team or law firm
• Familiarity with US closing processes and closing document types [e.g. deeds, settlement statements, loan documents, corporate resolutions - specify]
• Experience with a document management or contract management system [e.g. iManage, NetDocuments, Ironclad - specify if applicable]
• Paralegal certificate or coursework

Skills and attributes:

• Exceptional attention to detail. This is the single most important requirement. The role involves catching small inconsistencies in long documents, repeatedly, without loss of focus.
• Systematic and organized. Naturally inclined to create and follow consistent structures, and uncomfortable leaving things messy.
• Reliable follow-through. Tracks open items to closure without needing reminders.
• Clear communicator. Raises questions and flags issues promptly and specifically, in writing.
• Discreet. Handles confidential and sensitive information appropriately at all times.
• Comfortable with routine. Much of this work is repetitive by design; consistency matters more than variety.

What success looks like in the first 90 days:

• Fully familiar with our filing conventions, templates, and closing checklists
• Independently completing and assembling routine document packages with minimal correction
• SharePoint and the shared drive measurably cleaner - duplicates removed, naming standardized, misfiled documents relocated
• Team members can locate documents without assistance