Legal Operations Specialist

Dowbuilt • San Francisco, CA

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About The Position

Dowbuilt is adding a Legal Operations Specialist to our San Francisco based team. This position works closely with our West Coast President to strengthen the company’s operational infrastructure by optimizing legal processes, managing contract workflows, and supporting risk mitigation across complex, architect driven residential construction projects. The role integrates legal operations rigor with the precision, collaboration, and high-quality standards that define Dowbuilt’s work. WHAT YOU’LL DO Legal Operations & Process Optimization Outcome: Build and maintain a high-performing, scalable legal operations infrastructure that improves efficiency, visibility, and risk management across all regions. Accountabilities: Standardize and continuously improve legal workflows aligned with operational and project execution needs. Develop and maintain structured processes for contract intake, review, approval, and document management. Implement and manage matter tracking systems for claims, disputes, compliance matters, and project-related issues. Create and maintain dashboards and KPIs that provide leadership with visibility into legal workload, contract volume, cycle times, and operational performance. Identify process inefficiencies and implement improvements that reduce administrative burden and legal risk. Contracts Administration Outcome : Ensure accurate, timely, and disciplined contract administration that protects margin, reduces risk exposure, and supports seamless project execution across the organization. Accountabilities: Serve as system administrator for the contract management platform, ensuring data accuracy, workflow integrity, and user support. Docket, track, and proactively monitor all contract term dates, notice provisions, and critical deadlines. Maintain and update standardized contract templates for subcontractors, vendors, consultants, and specialty trades. Support project teams with contract language modifications, particularly subcontracts, in coordination with leadership and outside counsel. Coordinate contract routing, approvals, and execution to prevent project delays across all regions. Assist outside counsel with document preparation, redlines, and negotiation support as required. Project & Stakeholder Support Outcome: Integrate legal operations seamlessly into field and regional teams to ensure legal processes enhance — rather than hinder — project performance and client satisfaction. Accountabilities: Partner with Project Managers, Superintendents, and regional leadership to align legal processes with field execution realities and client expectations. Support cross-functional initiatives including policy implementation, technology rollouts, and process redesign efforts. Manage timelines and deliverables for legal-related projects impacting multiple regions. Serve as a responsive, solutions-oriented resource to operational teams. Risk, Compliance & Construction-Specific Governance Outcome: Strengthen enterprise risk management and compliance discipline to protect the company’s financial performance, reputation, and long-term sustainability. Accountabilities: Track and maintain compliance documentation including licensing, insurance certificates, lien waivers, and subcontractor qualification materials. Support claims and dispute management through organized documentation gathering, deadline tracking, and summary preparation. Maintain document retention protocols and ensure e-discovery readiness aligned with Company standards. Prepare and maintain corporate governance documentation including board resolutions, minutes, and shareholder agreements. Support risk mitigation efforts through disciplined recordkeeping and proactive compliance monitoring.

Requirements

• Bachelor’s degree in business, legal studies, construction management, or a related field.
• 3+ years of experience in legal operations, contracts management, or project management.
• Strong proficiency with Microsoft Office and comfort with legal technology platforms.
• Excellent communication and organizational skills, with the ability to collaborate across departments.
• Clear—main ideas easily identified and understood.
• Concise—gets to the point without using unneeded words or images.
• Concrete—includes specific examples or explanations.
• Persuasive - refer to objective criteria such as industry practice, project limitations and precedent.
• Self-aware - remain flexible, curious, and courteous in all communications.
• Able to adapt quickly and effectively to changing circumstances
• Motivated, dependable and trustworthy
• Ability to follow instructions, take notes and perform work as designated
• Ability to be an active listener, ask for help and suggest solutions
• Ability to manage stress and maintain composure in challenging situations
• Strive to continually learn and develop new skills and capabilities
• Demonstrate dependability by arriving on time every day ready to work through the end of the day
• Demonstrate discretion and treat all proprietary company information as strictly confidential outside (and in some cases inside) the company

Nice To Haves

• Experience in construction, architecture, or a craft‑driven industry.
• Familiarity with residential construction contracts, including AIA documents.
• Experience with establishing a contract management system or matter‑management systems.
• Ability to support multiple regional teams in a fast‑paced environment.
• U.S. work authorization
• Experience with web-based solutions such as Smartsheet, ShareFile, Slack and Asana is preferred

Responsibilities

• Standardize and continuously improve legal workflows aligned with operational and project execution needs.
• Develop and maintain structured processes for contract intake, review, approval, and document management.
• Implement and manage matter tracking systems for claims, disputes, compliance matters, and project-related issues.
• Create and maintain dashboards and KPIs that provide leadership with visibility into legal workload, contract volume, cycle times, and operational performance.
• Identify process inefficiencies and implement improvements that reduce administrative burden and legal risk.
• Serve as system administrator for the contract management platform, ensuring data accuracy, workflow integrity, and user support.
• Docket, track, and proactively monitor all contract term dates, notice provisions, and critical deadlines.
• Maintain and update standardized contract templates for subcontractors, vendors, consultants, and specialty trades.
• Support project teams with contract language modifications, particularly subcontracts, in coordination with leadership and outside counsel.
• Coordinate contract routing, approvals, and execution to prevent project delays across all regions.
• Assist outside counsel with document preparation, redlines, and negotiation support as required.
• Partner with Project Managers, Superintendents, and regional leadership to align legal processes with field execution realities and client expectations.
• Support cross-functional initiatives including policy implementation, technology rollouts, and process redesign efforts.
• Manage timelines and deliverables for legal-related projects impacting multiple regions.
• Serve as a responsive, solutions-oriented resource to operational teams.
• Track and maintain compliance documentation including licensing, insurance certificates, lien waivers, and subcontractor qualification materials.
• Support claims and dispute management through organized documentation gathering, deadline tracking, and summary preparation.
• Maintain document retention protocols and ensure e-discovery readiness aligned with Company standards.
• Prepare and maintain corporate governance documentation including board resolutions, minutes, and shareholder agreements.
• Support risk mitigation efforts through disciplined recordkeeping and proactive compliance monitoring.

Benefits

• Competitive pay commensurate with skills and experience
• 100% paid Medical, Dental, Vision, short-term disability and $50k in basic life insurance for full-time employees – 1st of the month following DOH
• 35% Medical and 30% Dental + Vision coverage for eligible dependents
• 401(k) retirement savings plan with 3% employer safe harbor contribution
• 8 paid holidays each year, no waiting period
• Paid Time-Off (PTO) – 2.31 hours per week to start (120 hours annually) with an increase to this accrual each January with years of service up to max 192 hours/24 days annually
• Mentorship and career development opportunities
• Annual discretionary bonus

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level