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:

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Work set up: Work from Home

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Schedule: Monday to Friday | 8:00 PM to 5:00 AM | Philippine Time (PHT)

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Holiday: Will follow Philippine Holidays

Key responsibilities:

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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

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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

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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

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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

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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

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Demonstrated experience handling legal documents — [real estate closings / commercial lending / contracts / corporate records — specify]

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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:

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Exceptional attention to d