Knowledge Base and Automation Specialist

About Us

We are a nationally recognized boutique law firm based in Denver, Colorado, serving public and private companies, ultra-high-net-worth individuals, family offices, and aviation-focused businesses throughout the United States. Our firm is known for delivering sophisticated legal solutions with a high-touch, relationship-driven approach built on precision, strategy, and trust.

Role Overview

The Knowledge Base and Automation Specialist develops and maintains Bizjet Law's central knowledge ecosystem while building practical workflow automations that reduce manual work across operations, finance, administrative support, marketing, and select legal processes. The role focuses on documentation accuracy, process clarity, and efficient internal workflows that support firm wide consistency.

This position works directly with the Director of Operations to determine the best long term knowledge base platform using Microsoft 365 tools. The Specialist is responsible for building the structure, keeping information current, and ensuring the system is easy for staff to navigate. The role also designs low code automations that streamline repetitive tasks and improve overall operational efficiency.

The role is documentation first and workflow automation second.

This is a remote position that requires working during Mountain Time (U.S.).

Key Responsibilities

Knowledge Base Strategy and Ownership

• Work with the Director of Operations to evaluate and select the firm's long term knowledge base platform using Microsoft 365 (SharePoint, OneNote, Teams, and Visio compatible structures).
• Build a clear and intuitive knowledge architecture that organizes SOPs, Work Instructions, templates, workflows, and administrative processes.
• Document processes from operations, finance, marketing, administrative support, and selected legal workflows with accuracy and consistency.
• Maintain taxonomy, naming conventions, version control, and document governance to ensure information is easy to find and use.
• Review and update documentation promptly when processes change.

Workflow Automation and Process Optimization

• Identify repetitive or manual workflows appropriate for low code automation within Microsoft 365.
• Build practical automations using Power Automate, Lists, Forms, and Teams connectors to support tasks such as intake routing, administrative approvals, information requests, or internal notifications.
• Ensure all automations are simple, stable, and maintainable without extensive engineering.
• Test, validate, and document each automation before rollout.
• Integrate automations directly into the knowledge base with clear instructions and owners.

Cross Functional Collaboration

• Work directly with the Director of Operations on prioritization, approval, and rollout of documentation and automation initiatives.
• Partner with Finance, Marketing, Executive Assistants, and Administrative Support teams to capture accurate process details.
• Collaborate with the legal team when documenting administrative or support workflows related to timekeeping, intake, or matter management.
• Present documentation drafts to process owners for confirmation and sign off before publication.
• Coordinate with IT vendors when system level configuration or permissions are required.

Governance and Quality Assurance

• Maintain strict version control and organize documents so staff always work from the latest approved process.
• Conduct scheduled reviews of content to ensure accuracy and completeness.
• Identify outdated, unclear, or duplicate documents and correct them promptly.
• Ensure all documentation has clear ownership, revision history, and effective dates.

Training and Internal Support

• Train team members on how to navigate the knowledge base and use automated workflows.
• Create simple user guides, visual workflows, and quick reference materials to support adoption.
• Troubleshoot issues with automations or documentation structure and resolve them quickly.
• Provide support during onboarding to ensure new hires understand the system.

Required Experience

• At least 2 to 4 years of experience in process documentation, knowledge management, administrative operations, or similar roles.
• Experience creating SOPs, Work Instructions, process maps, or operational documentation.
• Demonstrated experience using Microsoft 365 tools including SharePoint, OneNote, Teams, Power Automate, Visio or diagramming alternatives, Lists, and document libraries.
• Experience building simple low code automations such as approval flows, notifications, form routing, or document triggers.
• Experience working cross functionally with operations, administrative teams, or finance teams.

Preferred but Not Required

• Experience in legal operations, professional services, or administrative support roles.
• Experience supporting documentation initiatives for small or mid-sized organizations.
• Exposure to technical writing or knowledge base administration.

Technical Skills

• Strong Microsoft 365 proficiency including SharePoint structure building, permissions understanding, navigation design, and library management.
• Intermediate skill in Power Automate with ability to build, test, and maintain simple flows.
• Familiarity with Visio, Lucidchart, or similar workflow mapping tools.
• Ability to write clear, concise, and structured SOPs.
• Ability to analyze processes and identify automation opportunities.

Performance Metrics

Success in this role will be measured by:

• Completeness, accuracy, and organization of the knowledge base.
• Timely documentation updates when processes change.
• Reduction in manual tasks due to delivered workflow automations.
• Ease of navigation and user satisfaction with the knowledge base.
• Number of completed automation projects that function reliably.
• Feedback from Operations, Finance, Administrative Support, and Executive Assistants.
• Adoption and usage level of documented processes and workflows.

Reporting Structure

• Reports directly to: Director of Operations
• Works closely with: Finance, Marketing, Executive Assistants, legal team when applicable, and Managing Partners
• Coordinates with IT vendors for technical support

Requirements

Remote Work Expectations

• Reliable computer and high-speed internet for video conferencing.

Why Bizjet Law

You'll join a firm that values precision, accountability, and process excellence. Your work keeps attorneys focused on clients by ensuring the firm's operations stay accurate, efficient, and compliant.

Compensation

• Competitive salary based on experience and qualifications.
• Professional development opportunities and career advancement potential.
• Paid holidays and PTO per firm policy