Description

The Senior Practice Operations Specialist will lead dedicated operational and matter-management efforts for a high-volume litigation and Food + Beverage workstream, with potential responsibility for adjacent industry team needs. This role is accountable for bringing structure, consistency, and forward momentum to the intake-to-billing lifecycle, including engagement letter workflows, matter opening, matter tracking, time entry management, billing coordination, reporting, and process improvement.

Working closely with Practice Management, Business Intake, Revenue Operations, Client Experience, legal assistants, and attorney leadership, the Senior Practice Operations Specialist will serve as the operational lead for this workstream-owning matter tracking documentation, driving follow-up, identifying gaps, escalating issues, and designing repeatable processes that improve transparency, accountability, and client service.

On a typical day you will:

• Lead the end-to-end operational workflow for a fast-paced, growing litigation workstream, including intake coordination, engagement letter execution, matter opening, matter-status management, and quality control, ensuring exceptional attention to detail, accuracy, and compliance throughout the matter lifecycle.
• Own and continuously improve the matter tracker, ensuring it provides reliable visibility into client names, matter names, billing rates, matter status, engagement letter status, attorney assignments, intake dates, DWT client/matter numbers, credit splits, supplier allocations, and other data needed to manage work efficiently.
• Lead engagement letter workflows by drafting, updating, organizing, tracking, and driving completion of approved forms, including standard engagement letters, joint representation letters, indemnitor agreements, and client- or supplier-specific variations.
• Drive matter-opening readiness by identifying missing information, resolving intake gaps, and coordinating with attorneys, legal assistants, Business Intake, Conflicts, Revenue Operations and other stakeholders to keep matters moving.
• Serve as the operational point of accountability for pending time, including tracking aging items, coordinating time transfers, promoting consistent time-entry practices, and escalating issues that create billing or reporting risk.
• Lead billing coordination for the workstream by managing pre-bill review workflows, tracking billing deadlines, surfacing bottlenecks, coordinating stakeholder follow-up, and escalating issues that may delay invoice finalization or collection.
• Develop and circulate regular status reports, dashboards, reminders, and leadership updates related to matter opening, engagement letter status, billing readiness, WIP, AR, supplier information, and other operational priorities.
• Design, document, and implement standardized workflows, naming conventions, shared inbox practices, document organization structures, and repeatable, scalable processes that and improve team-wide transparency.
• Proactively identify opportunities to streamline, automate, or centralize recurring steps in the intake, engagement letter, matter management, billing, and reporting processes, and lead practical implementation of agreed improvements.
• Influence and coordinate attorneys, legal assistants, Practice Management, Client Experience, Revenue Operations, Business Intake, Conflicts, and other firm departments to resolve operational issues quickly and maintain momentum on client work.
• Exercise independent judgment, discretion, prioritization, and strong follow-through in a fast-moving environment with high client-service expectations and multiple senior stakeholders.
• Demonstrates professionalism, poise, and appropriate assertiveness in stakeholder communications, coupled with strong attention to detail and a commitment to delivering accurate, carefully reviewed work product.

Join us if you have:

• 5+ years of progressive experience in a law firm, legal department, professional services organization, or comparable client-service environment; law firm operations, practice management, legal assistant, billing, business intake, or client operations experience strongly preferred.
• Experience with law firm intake, billing, document management, or reporting systems required.
• Bachelor's Degree in business, legal studies, operations, or a related discipline, or an equivalent combination of education and relevant experience.
• Familiarity with project management principles and/or process improvement methodologies.
• Demonstrated ability to lead complex operational workflows, create structure from ambiguity, and drive accountability across attorneys, legal assistants, and administrative departments without direct supervisory authority.
• Strong working knowledge of matter intake, engagement letter workflows, conflicts/business intake processes, billing coordination, WIP management, AR follow-up, and the importance of accurate client and matter data.
• Proven experience building, maintaining, and improving trackers, reports, dashboards, templates, workflows, and repeatable operating processes.
• Excellent written and verbal communication skills, with the ability to synthesize issues clearly, recommend practical solutions, escalate appropriately, and communicate with confidence to attorneys, staff, and internal stakeholders.
• High attention to detail and strong comfort working with spreadsheets, trackers, matter data, billing information, templates, and status reports.
• Ability to build trust with busy attorneys by anticipating needs, setting priorities, bringing structure to complex workflows, and maintaining steady follow-through on time-sensitive operational issues.
• Proficiency with Microsoft Outlook, Excel, Word, Teams, PowerBI, and SharePoint required.
• A proactive, process-oriented mindset with demonstrated interest in continuous improvement, workflow design, practical technology adoption, and scalable service delivery.

What's in it For You?

DWT offers competitive compensation in addition to ample benefits including but not limited to:

• Choice of health and vision insurance plans
• 2 paid volunteer days for qualifying community service work
• Dental plan
• Fertility and adoption benefit
• Paid sabbatical after 13 years of service
• Tuition reimbursement
• Commuter benefits
• Retirement contribution

This job description intends to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to include all duties and responsibilities.

Washington State

The annualized salary range for this position in Washington is $105,000 to $119,000 ($53.85 to $61.03 hourly). Actual pay will be adjusted based on the candidate's education, training, experience and other job-related factors permitted by law. Full time employees may be eligible for a bonus, health insurance with an optional HSA, long term disability, dental insurance, vision care, telemedicine and virtual short term solution based counseling services, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, subsidized backup care and caregiving resources, 401(k), vacation, sick time, 11 paid holidays each year and an employee assistance program. For full-time employees, the initial vacation benefit is 15 days per year and 11 days of sick leave per year, accrued bi-weekly. Additional voluntary programs include: voluntary accident insurance, voluntary life, voluntary disability, voluntary long term care, and pet insurance. Commuter and Transit programs are also available.

California

The annualized salary range for this position in Los Angeles is $105,000 to $119,000 ($53.85 to $61.03 hourly); and in San Francisco is $119,000 to $135,000 ($61.03 to $69.23 hourly). Actual pay will be adjusted based on experience and other job-related factors permitted by law. Full time employees may be eligible for a bonus, health insurance with an optional HSA, long term disability, dental insurance, vision care, telemedicine and virtual short term solution based counseling services, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, subsidized backup care and caregiving resources, 401(k), vacation, sick time, and an employee assistance program. Additional voluntary programs include: voluntary accident insurance, voluntary life, voluntary disability, voluntary long term care, and pet insurance. Commuter and Transit programs are also available.