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- Perform routine audits to identify gaps, stray files, and outdated versions, and clean them up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