Job Description

Helton Law is seeking a Legal Operations Manager to lead the firm’s operational transformation as we scale to serve a growing roster of healthcare clients. This newly created role is a pivotal position within the firm, responsible for optimizing workflows, implementing technology, and ensuring efficiency across our high-volume case management processes.

Our firm operates on alternative fee structures, meaning our success is directly tied to the value we deliver to our clients. We are looking for someone who understands how process optimization, technology, and data-driven decision-making can enhance both client outcomes and firm efficiency.

This position is based in Costa Mesa, California, with an expectation of at least three days per week in our office.

Key Responsibilities:

Process Optimization & Legal Technology Leadership

• Identify, evaluate, and implement legal technology solutions that enhance efficiency, automation, and scalability.
• Stay ahead of emerging technologies which will support the firm’s strategic goals and objectives.
• Standardize workflows for case intake, billing, matter management, and arbitration filings, ensuring consistency across high-volume legal operations.
• Implement workflow automation to reduce manual tasks and improve turnaround times.

Data & Compliance Management

• Ensure data governance policies align with HIPAA, CCPA, and other regulatory requirements.
• Oversee data integrity, security, and access controls, implementing audit trails and compliance measures.
• Leverage data analytics to provide insights that drive process improvements and business decisions.

Microsoft Ecosystem & Technology Expertise

• Deep knowledge and experience with the use of the Microsoft suite of products, ensuring the firm maximizes its investment in the platform.
• Stay up to date with Microsoft’s evolving offerings, advising on best practices and integration opportunities.

Operational & Financial Oversight

• Track and manage operational budgets, ensuring efficient resource allocation.
• Oversee vendor selection and management, particularly legal technology providers.
• Identify and implement cost-saving measures without sacrificing quality or effectiveness.

Collaboration & Change Management

• Work closely with attorneys, leadership, IT, clerks, and analysts to drive cross-functional initiatives.
• Lead training and change management efforts, ensuring smooth adoption of new technologies and processes.
• Develop and track key performance indicators (KPIs) to measure efficiency and success.

Who You Are:

• 5+ years of experience in legal operations, law firm administration, or legal technology implementation.
• Prior experience in health insurance, health plans, or another high-volume industry is strongly preferred.
• Proven ability to design and transform legal processes, making informed decisions about where technology adds value.
• Deep knowledge and experience with Microsoft 365, Azure, and enterprise legal tech platforms.
• Strong grasp of data privacy regulations (HIPAA, CCPA) and legal compliance standards.
• Experience in financial and vendor management, including budgeting and contract negotiation.
• Expertise in process improvement methodologies.
• Exceptional communication and leadership skills, with a track record of driving change.

Why Join Helton Law?

• Be a key player in a firm-wide transformation, shaping the future of our operations.
• Lead the adoption of cutting-edge legal technology to drive efficiency and better serve clients.
• Work in a firm that values efficiency and client success over billable hours.
• Join a firm that is woman-owned and led, with a leadership team committed to innovation and growth.
• Hybrid role with a collaborative, high-impact team environment.
• Competitive salary and benefits package.

*The actual base is dependent upon many factors, such as: training, transferable skills, work experience, business needs and market demands. The base pay range is subject to change and may be modified in the future.

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