Legal Operations Specialist

Norm Ai•New York, NY

6d•$100,000 - $120,000•Hybrid

About The Position

Norm Ai is hiring a Legal Operations Specialist to provide legal administrative support and manage client operations. The hybrid role combines paralegal-level legal support with oversight of client billing matters, engagement documentation, and compliance with client-specific requirements. The specialist will work with partners, counsel, associates, and the operations team to organize and manage client relationships and matters, while helping establish systems and processes for the company’s growing client base. The role is based in New York City, with an in-office expectation of four days per week. The position includes drafting and managing legal documents and correspondence; assisting with corporate documents, filings, and minute books; supporting matter intake and client-file maintenance; conducting light legal research; and tracking compliance deadlines. It also encompasses billing coordination, engagement and compliance processes, conflict checks, database and matter-management maintenance, cross-functional projects, and process improvement. Norm Ai prefers team members who are fluent in AI and actively use AI tools in day-to-day work to support thinking, creation, and problem-solving. Candidates should be prepared to discuss concrete tools, workflows, and outcomes during interviews.

Requirements

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, including corporate filings, board materials, and maintaining minute books.
Experience with legal billing software, e-billing platforms, and matter management systems.
Excellent organizational skills and a proven ability to manage multiple matters simultaneously.
Clear, professional communication skills and ability 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.

Nice To Haves

Practical, hands-on use of AI tools in day-to-day work, with concrete workflows and outcomes to discuss.

Responsibilities

Draft, proofread, and manage legal documents and correspondence.
Assist with preparing and reviewing corporate documents, filings, and minute books.
Support matter intake and maintain organized client files.
Conduct light legal research as needed.
Track compliance deadlines and keep corporate records up to date.
Liaise with attorneys and clients to resolve billing questions or discrepancies.
Partner with external service providers to implement and maintain billing tools.
Monitor work in progress, aged accounts, and fee arrangements, and ensure compliance with client billing guidelines.
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 by operating the conflicts system and reviewing conflict reports.
Contribute to special projects, including corporate transactions, operational initiatives, and client-specific projects.
Coordinate with internal stakeholders and external counsel to support business and legal priorities.
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.