Legal Operations Specialist

Norm•New York City, NY

2d•Hybrid

About The Position

Norm is hiring a Legal Operations Specialist to provide legal administrative support and manage client operations. The hybrid role combines paralegal-level legal support with responsibility for client billing, engagement documentation, and compliance with client-specific requirements. The specialist will work closely with partners, counsel, associates, and the operations team to organize and manage client relationships and matters, and help establish systems and processes for Norm’s growing client base. The role supports legal and corporate administration, billing and client operations, engagement and compliance processes, special projects, and process improvement. Norm expects team members to be practically fluent in AI and to use it in day-to-day work to support thinking, creation, and problem-solving. Candidates should be prepared to discuss concrete examples of AI tools, workflows, and outcomes during the interview process.

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 the ability to manage multiple matters simultaneously.
Clear, professional communication skills and the ability to interface effectively with attorneys, clients, and vendors.
Strong attention to detail, follow-through, and commitment to accuracy.
A proactive, solutions-oriented mindset and ability to thrive in a fast-paced environment.
Practical, hands-on AI use in day-to-day work, with concrete examples of tools, workflows, and outcomes to discuss during interviews.

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.
Work with external service providers to implement and maintain billing tools.
Monitor work in progress, aged accounts, fee arrangements, and 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 involving corporate transactions, operational initiatives, or client-specific work.
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.