About the role
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Perform routine audits to identify gaps, stray files, and outdated versions, and clean them up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