Operations & Process Coordinator

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

We are seeking a highly detail-oriented Operations & Process Coordinator to support core legal operations while helping formalize and improve our internal processes.

This role is execution-focused first. You will manage intake, billing support, document organization, and operational tracking. Over time, you will also help document workflows, maintain internal process libraries, and support structured onboarding and training initiatives.

You do not need to be a formal instructional designer. However, you must be highly organized, process-oriented, and capable of translating operational workflows into clear documentation.

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

Key Responsibilities:

Legal Operations Support

Client Intake & Matter Setup

Draft, circulate, and track engagement letters and conflict waivers

Create new clients and matters in Clio Manage and SharePoint

Verify billing details, retainers, and rates before system setup

Maintain organized digital files and templates

Budget & Billing Support

Generate WIP reports and monitor matter thresholds

Validate time entries and coordinate corrections

Support monthly prebill preparation and quality checks

Maintain budget trackers and flag discrepancies

Vendor & Administrative Coordination

Review vendor invoices

Track renewals and license allocations

Maintain compliance documentation in SharePoint

Onboarding & Offboarding Support

Coordinate system setup with IT vendors

Maintain onboarding checklists

Support access management and license reallocation

Process Documentation & Knowledge Support

As part of this role, you will help improve process clarity across the firm.

Document recurring workflows in a standardized format

Maintain organized SOPs in SharePoint and OneNote

Update templates and ensure version control

Assist leadership in capturing undocumented institutional knowledge

Identify areas where processes can be simplified or clarified

Experience building a knowledge base is a plus, but strong documentation discipline is required.

Training & Process Adoption Support

You will assist in strengthening internal onboarding and training consistency.

Help create onboarding guides for new hires

Convert documented workflows into step-by-step training materials

Support internal training sessions when needed

Track completion of required process reviews

Formal instructional design experience is not required, but the ability to explain processes clearly and structure information logically is essential.

Governance & Reporting

Submit daily EOD reports summarizing progress and open items

Maintain trackers for intake, billing, and vendor coordination

Record meeting notes with assigned owners and deadlines

Assist in refining internal operational standards

AI and Automation Utilization

• Use AI tools (ChatGPT, Microsoft Copilot, Clio Assist, etc.) to streamline administrative tasks such as drafting emails, generating checklists, preparing engagement letters, summarizing documents, and creating standard templates.
• Apply AI to improve efficiency in data entry, matter setup, client onboarding workflows, and drafting task lists.
• Use AI to cross-check information, verify accuracy, and assist in error reduction across recurring processes.
• Leverage automation features in Microsoft 365 (Power Automate, Copilot in Outlook/SharePoint/OneNote) to reduce bottlenecks and accelerate turnaround times.
• Maintain responsible and compliant use of AI tools, following firm guidelines for confidentiality, privacy, and data handling.

System & Equipment Requirements

To ensure reliability, security, and performance, candidates must have access to a dedicated work computer that meets the following minimum specifications:

Windows (Minimum Requirements)

• Windows 11
• 16 GB RAM or higher
• 256 GB storage or greater

MacOS (Minimum Requirements)

• Apple M1 processor or higher
• 8 GB RAM or higher
• 256 GB storage or greater

A stable, high-speed internet connection capable of supporting video conferencing and cloud-based systems is required.

Tools You'll Use

• Clio Manage
• SharePoint
• OneNote
• DocuSign
• Microsoft 365
• Quo (OpenPhone)

Qualifications & Skills

Required:

3 to 6 years of experience in legal administration, operations coordination, or law firm support

Strong organizational skills and attention to detail

Experience working with Microsoft 365 and document management systems

Ability to manage multiple recurring workflows with accuracy

Clear written communication and strong follow-through

Preferred but not required:

Experience documenting SOPs or workflows

Exposure to onboarding or internal training coordination

Familiarity with Clio Manage

Experience using AI tools to increase productivity

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