Legal Operations Intake Specialist

Job Summary

KDCI Outsourcing is seeking a Legal Operations 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.