Legal Operations Intake Specialist

About the role

KDCI Outsourcing is looking for a Legal Operations Intake Specialist to manage the intake, classification, tracking, and organization of legal requests and contract‑related data. This operational, data‑focused position handles high‑volume requests while coordinating with internal stakeholders, but does not involve legal analysis, negotiation, or decision‑making.

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 on missing information.
• Capture and classify key details such as requestor, counterparty, contract type, entity, deadline, and purpose.
• Identify urgent, incomplete, or conflicting requests and escalate according to 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.
• Support Smartsheet dropdowns, formulas, automations, reports, and basic workflow updates.
• Assist with historical data cleanup, migration, reconciliation, and duplicate identification.
• Organize and maintain the Legal document and contract repository using naming conventions and metadata standards.
• Prepare operational reports on request volume, turnaround time, workload, and outstanding matters.
• Maintain clear process documentation and recommend improvements to data accuracy and workflow efficiency.

Required profile

• 2–4 years of 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 record maintenance.
• Familiarity with common commercial agreement types such as 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 and the ability to coordinate confidently with internal stakeholders.
• Strong attention to detail.

Required skills

• Smartsheet
• Microsoft Excel