Legal Operations Intake Specialist

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 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.

Job Requirements

• At least 2–4 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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