Legal Operations Intake Specialist

Job Summary

KDCI Outsourcing is seeking a Legal Operations Intake Specialist to manage the intake, classification, tracking, and organization of legal requests and contract-related data. This is an operational and data-focused role requiring strong data accuracy, stakeholder coordination, and high-volume request management. Contract review, negotiation, legal analysis, and independent legal decision-making are not part of this role.

Key Responsibilities

• Monitor the Legal team's intake mailbox and log new requests promptly and accurately.
• Review incoming requests for completeness and follow up with requestors regarding missing information.
• Capture and classify key details, including requestor, counterparty, contract type, contracting entity, deadline, and purpose.
• Identify urgent, incomplete, or conflicting requests and escalate them according to established procedures.
• Route requests to the appropriate Legal team member based on assignment rules.
• Maintain visibility of request status, team workload, deadlines, and outstanding matters.
• Create and maintain accurate Legal request records in Smartsheet.
• Maintain standardized classifications, including contract family, type, counterparty category, entity, and status.
• Support Smartsheet dropdowns, formulas, automations, reports, and basic workflow updates.
• Assist with historical data cleanup, migration, reconciliation, and identification of duplicate or inconsistent records.
• Organize and maintain the Legal document and contract repository using established naming conventions and metadata standards.
• Prepare operational reports on request volume, turnaround time, workload, and outstanding matters.
• Maintain clear process documentation and recommend practical improvements to data accuracy and workflow efficiency.
• Coordinate with internal stakeholders to ensure requests and records are complete and progressing as expected.
  
  

Job Requirements

• At least 2–4 years of relevant experience in Legal Operations, contract administration, compliance, procurement support, or a similar structured-data or workflow coordination role.
• Strong hands-on experience in data processing, classification, cleanup, reconciliation, and maintaining accurate records.
• Familiarity with common commercial agreement types, including NDAs, MSAs, and SOWs.
• Experience using Smartsheet or a comparable database, workflow, or case-management platform.
• Intermediate Microsoft Excel skills, including filters, sorting, lookups, conditional formatting, and data validation.
• Excellent written English communication skills and the ability to coordinate confidently with internal stakeholders.
• Strong attention to detail and the ability to identify missing, inconsistent, duplicate, or inaccurate information.
• Ability to manage high volumes of requests, prioritize competing deadlines, and maintain accurate tracking.
• Sound judgment in determining when to resolve routine operational issues independently and when to escalate.
• Comfortable working with structured data, standardized classifications, and established operational procedures.
• Experience with document repositories, metadata tagging, reporting, dashboards, or data migration is an advantage.
• Proficiency in Microsoft Office, particularly Outlook and Excel.
• Experience supporting U.S.-based clients or teams is required.
• Legal judgment, contract review, negotiation, and legal analysis are not required for this role.