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correct location with correct naming conventions applied - Perform routine audits to identify gaps, stray files, and outdated versions, and clean them up - Assist with maintaining folder structures, metadata, and permissions as directed - Help document and enforce filing standards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 Originally posted on Himalayas