OpenLoop was co-founded by CEO, Dr. Jon Lensing, and COO, Christian Williams, with the vision to bring healing anywhere. Our telehealth support solutions are thoughtfully designed to streamline and simplify go-to-market care delivery for companies offering meaningful virtual support to patients across an expansive array of specialties, in all 50 states. We have a relatively flat organizational structure here at OpenLoop. Everyone is encouraged to bring ideas to the table and make things happen. This fits in well with our core values of Autonomy, Competence and Belonging. We want everyone to feel empowered and supported to do their best work. We’re based out of Des Moines, Iowa, but we’ve got teammates spread across the US in many departments. Day to day, we collaborate most frequently using Slack, Notion, Linear, Figma, FullStory, and Zoom.
Operations & Process Specialist
Location
MST (UTC-7)
Posted
12 hours ago
Salary
0
Seniority
Mid Level
No structured requirement data.
Job Description
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
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