Legal Operations Intake Specialist

Job description

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 teams 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

Job Requirements

• At least 24 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.

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Employment Type : Full-Time
Experience: years
Vacancy: 1