Location: Remote or Hybrid (Houston, TX preferred)
Employment Type: Full-Time
Department: Client Operations / Legal Technology Services
Schedule: Monday to Friday, 8AM to 5PM
About Us
Pineywoods Tech is a legal technology consultancy that designs, builds, and manages data-driven solutions for law firms and legal service organizations. We specialize in process automation, data integration, and workflow optimization-helping legal teams scale their operations with intelligent systems.
Our team partners with leading firms across the country, streamlining case management, records retrieval, and compliance through platforms like Filevine, Lexitas, Microsoft 365, and custom API solutions.
We are looking for a Filevine Administrator to join our growing team-someone who thrives on building elegant systems, translating client needs into technical design, and maintaining operational excellence across multiple environments.
Position Summary
As a Filevine Administrator, you will configure, manage, and optimize Filevine instances for multiple client organizations. You’ll work directly with attorneys, case managers, and operations teams to design tailored workflows, automations, and integrations that improve efficiency and data accuracy.
This role combines technical expertise, process design, and client relationship skills. You’ll be part of the team that delivers the operational backbone for our clients’ day-to-day legal work.
Key Responsibilities
System Configuration & Environment Management
- Administer and maintain Filevine instances for multiple clients, ensuring consistent standards and high performance.
- Build and customize project types, collections, custom fields, and deadline chains.
- Implement and maintain role-based permissions and user access.
- Configure Vinesign templates, document generation, and data mapping.
- Support cross-environment version control and change documentation.
Workflow Design & Automation
- Collaborate with clients to analyze case workflows and identify automation opportunities.
- Create and test custom triggers, task flows, and logic.
- Design efficient intake and case-handling workflows tailored to each client’s practice area.
- Integrate Filevine with external systems (e.g. QuickBooks, LawPay, SharePoint, or client APIs).
- Document and deploy workflow updates using agile change management.
Data, Reporting & Insights
- Develop advanced Filevine reports and dashboards to visualize client KPIs and compliance metrics.
- Audit and maintain data accuracy across environments.
- Create reusable reporting templates and analytics packs for recurring client needs.
- Support custom exports, data cleanup, and migration efforts.
Client Training & Support
- Serve as a subject matter expert (SME) for client teams-providing guidance, documentation, and structured training.
- Troubleshoot Filevine-related issues and liaise with vendor support when needed.
- Maintain release notes, SOPs, and client documentation for all changes.
- Help develop scalable best practices across all client environments.
Required Skills & Qualifications
Experience: 2+ years in Filevine administration or workflow design (consulting experience preferred).
Technical Proficiency:
- Deep knowledge of Filevine configuration, task flows, and automation logic.
- Experience with HTML/CSS, or basic JavaScript.
- Familiarity with integrations or API connections.
- Strong data manipulation skills in Excel.
Analytical & Process Skills:
- Ability to translate business processes into efficient Filevine workflows.
- Proven experience building deadline chains, automations, and dynamic fields.
- Understanding of data modeling, relational structures, and report logic.
Professional Skills:
- Excellent written and verbal communication with client-facing confidence.
- Ability to manage multiple client environments simultaneously.
- Strong attention to detail, organization, and documentation discipline.
Preferred Qualifications:
- Filevine Certified Administrator (FCA) or equivalent certification.
- Background in legal operations, litigation support, or legal tech consulting.
- Experience with Power BI, Tableau, or Filevine Insights for advanced reporting.
- Exposure to API integration and JSON data structures.
A Day in the Life of a Filevine Administrator at Pineywoods Tech
You might start the day reviewing system tickets from several client environments-resolving an automation issue for one firm and deploying a new intake workflow for another.
Mid-morning, you’ll join a virtual call with a new client to map out their records retrieval process and identify how triggers, deadline chains, and phase automations can save their paralegals time.
After lunch, you could be testing a new workflow that pushes Filevine data into Power BI dashboards for KPI tracking, then drafting documentation for an upcoming system rollout.
Toward the end of the day, you might conduct a quick client training session to walk a team through a new case template or workflow change, followed by updating internal change logs and sprint notes.
Every day brings new systems to refine, new clients to support, and new opportunities to improve how legal teams operate through technology.
Compensation & Benefits
- Competitive pay, commensurate with experience
- Paid time off and company holidays
- Flexible remote work options
- Ongoing Filevine certification and professional development support
How to Apply
Please submit your resume and a brief cover letter describing your Filevine experience, including examples of automations, workflows, or reports you’ve created.
If you have a portfolio or sample documentation from prior workflow projects (redacted if needed), please include it with your submission.