AI Automation Specialist

Job Title

AI Automation Specialist

Company

Mohammad ALJASEM Law Firm

Department

Operations / Legal Technology / Administration (as assigned)

Salary

150$-200$

Job Summary

The AI Automation Specialist designs, builds, and maintains AI-powered automations that improve efficiency across Mohammad ALJASEM Law Firm’s daily operations. This role focuses on integrating AI tools with internal systems to streamline client intake, task routing, document workflows, scheduling, reporting, and internal communication—while maintaining strict confidentiality, accuracy, and compliance. The specialist also monitors dashboards, troubleshoots issues, and continuously improves workflows based on performance metrics.

Key Responsibilities

1) Process Analysis & Automation Planning

Assess firm workflows and identify automation opportunities (admin + legal operations).
Map processes (inputs → steps → approvals → outputs) and define success metrics.
Create automation plans with clear responsibilities, approvals, and timelines.

2) Build & Maintain Automations

Build end-to-end automations using approved platforms (e.g., Zapier / Make / n8n / Power Automate or equivalents).
Integrate AI assistants into workflows (content drafting, classification, extraction, summarization) with proper controls.
Maintain automation documentation, version control, and change logs.

3) AI Workflow Design & Prompt Engineering

Design AI prompts and structured templates for consistent outputs (Arabic/English as needed).
Implement guardrails: required fields, formatting rules, validation steps, and human review points.
Improve output quality through testing, iteration, and prompt/template upgrades.

4) Integrations & Systems Coordination

Connect and automate workflows across tools such as:
Email and calendars
Forms and lead intake
Task management systems
Document storage and case folders
CRM (if used)
Messaging channels used for work updates
Configure webhooks/API connections (basic to intermediate level) when required.

5) Monitoring, Dashboards & Troubleshooting

Monitor automation performance through dashboards and run logs.
Detect failures, delays, duplicated actions, incorrect routing, or data mismatches.
Troubleshoot and fix issues quickly; escalate when needed.
Produce weekly/monthly automation performance reports for management.

6) Data Security, Privacy & Compliance

Apply strict confidentiality and secure handling of client/case information.
Manage user permissions and access control across automation tools.
Ensure automations comply with firm policies and avoid unauthorized disclosure.
Ensure AI output is not treated as legal advice and is routed for human approval where necessary.

7) Training & Support

Train staff on using automated workflows correctly (how to submit requests, review outputs, report issues).
Create SOPs, quick guides, and internal documentation.
Provide ongoing support and improvements based on team feedback.

Required Qualifications

Proven experience in automation building and workflow management.
Strong familiarity with AI tools and business AI applications (assistants, document AI, summarization, extraction).
Hands-on experience with automation platforms (Zapier/Make/n8n/Power Automate or similar).
Ability to use dashboards/analytics to monitor workflow performance and produce reports.
Strong attention to detail and structured thinking.
Professional communication skills; Arabic preferred, English strongly preferred.

Preferred Qualifications (Plus)

Experience in legal operations, law firm administration, or regulated industries.
Knowledge of document automation (Word templates, PDF workflows, OCR, e-signature tools).
Basic API knowledge (webhooks, JSON, integrations) and troubleshooting skills.
Familiarity with CRM and intake pipelines (form → classification → assignment → follow-up).

Key Skills

Workflow automation & optimization
AI prompt engineering & quality control
Integrations (apps, webhooks, APIs)
Dashboard monitoring & reporting
Documentation & SOP creation
Data privacy discipline and confidentiality compliance