Head Of Systems - Automation & Ai

Job Description

Job Description

The Head of Systems, Automation & AI is responsible for the performance, integration, and continuous improvement of the firm's technology stack, including Clio Manage, HubSpot, Microsoft Teams, Zapier, Canva, Loop, and the AI tools used across departments. This person owns the firm's automation roadmap, builds and maintains KPI dashboards, and partners with department leaders to translate business goals into working systems that reduce manual work and increase case throughput. This is a senior hands-on role. You will build, not just advise. You will be measured by the speed at which work moves through the firm, the accuracy of our reporting, and the volume of repetitive tasks removed from staff workflows.

$95,000 - $120,000 base plus performance bonus & benefits

Systems Administration & Optimization

Own configuration, integration, and ongoing optimization of Clio Manage, HubSpot, Teams, Zapier, Canva, Loop, and adjacent tools. Maintain user permissions, custom fields, pipelines, workflows, and templates. Vet new software before adoption and retire tools that no longer earn their cost.

Dashboards & KPI Automation

Design and maintain firmwide dashboards tracking intake conversion, case aging, treatment status, settlement velocity, employment case milestones, marketing spend, and revenue. Automate the data flow from Clio and HubSpot into reporting so department heads see live numbers without manual pulls.

Automation & AI Workflow Development

Build Zapier flows, HubSpot automations, and AI-assisted workflows (Claude, ChatGPT, and other approved tools) that automate intake follow-up, document generation, medical record requests, status updates to clients, and internal handoffs between intake, pre-litigation, litigation, and settlement.

Reusable Claude Skills for Litigation

Partner with the litigation team to build and maintain reusable Claude skills for drafting complaints, discovery, demands, mediation briefs, medical chronologies, and deposition outlines. Document, version, and train staff on each skill.

Reporting Cadence

Deliver a weekly written report to the Director of Operations and Managing Attorney covering work completed, automations shipped, dashboard changes, system issues resolved, KPIs trending up or down, and the following week's priorities.

Cross-Department Partnership

Work directly with the Directors of Intake, Marketing, and Operations, the Supervising Case Managers, and the Managing Attorney to scope improvements, validate requirements, and roll out changes with proper training and documentation.

Vendor & Security Oversight

Manage software vendor relationships, contract renewals, and licensing. Coordinate with the firm's IT support on user provisioning, hardware, security posture, data backup, and compliance with California privacy and confidentiality obligations.

Five to eight years of progressive experience in systems administration, revenue operations, business systems, or product operations, with at least two of those years in a law firm or professional services setting. Hands-on administrator-level experience with Clio Manage is required. HubSpot certification or equivalent demonstrated experience as a HubSpot admin is required. Demonstrated experience building production automations in Zapier and integrating AI tools (Claude, ChatGPT, or comparable) into business workflows is required. Strong written communication and the ability to translate legal and operational requirements into technical specifications.

Experience with Microsoft Teams administration, Loop, and Canva for Teams. Familiarity with personal injury or employment law case lifecycles. Experience building dashboards in HubSpot, Power BI, Looker Studio, or comparable tools. Project management certification or demonstrated experience leading cross-functional rollouts.

Why Choose Us?

Estrada Law Group is a growing California personal injury and employment law firm representing clients seriously injured by another party's negligence and individuals who have been wrongfully terminated, harassed, or discriminated against at work. We operate offices in Los Angeles and Riverside and run a high-volume intake operation supported by litigation, pre-litigation, and settlement teams.

We also provide amazing benefits:

• Generous bonus structure
• Hybrid work availability
• Health, vision, dental, and life insurance
• 401(k) with employer matching
• 11 paid holidays
• PTO