AI & Systems Administration Specialist

Our client, a premier real estate law firm in New York City, is seeking an AI & Systems Administration Specialist to join their team!

This is an onsite/full-time/direct-hire position

Salary based on experience: Up to $75K

Position Summary

The Firm is creating a new hybrid role combining applied artificial intelligence leadership with systems administration. This person will serve as the in-house expert on AI use across both the transactional (real estate, finance, leasing, joint ventures, development) and litigation practice groups— identifying high-value use cases, building AI-assisted workflows and prompt libraries, training attorneys and staff, and managing AI tool selection, vendor evaluation, and risk. In addition, this person will administer core Firm systems: Active Directory/Microsoft 365 administration, patching, backups, and basic security operations. The role is structured this way because the Firm’s current AI-specific workload does not yet justify a dedicated full-time AI-only position; the systems administration responsibilities ensure full utilization of the role while the AI program matures. This is a hands-on, builder role — not a strategy-only position — spanning both practice-facing AI innovation and back-office systems administration.

Key Responsibilities

1. AI Tool & Workflow Development

• Design, build, and maintain AI-assisted workflows for recurring transactional tasks (e.g., first-pass lease and PSA review, loan document comparison, title/survey exception summarization, closing checklist generation, diligence memo drafting).
• Design, build, and maintain AI-assisted workflows for litigation tasks (e.g., deposition and document review support, chronology and timeline building, legal research synthesis, motion and brief drafting assistance, e-discovery workflows).
• Develop, test, and version-control a firm prompt library and reusable templates, tailored to NY real estate and litigation practice, that produce reliable, attorney-usable output.
• Integrate AI tools with existing practice systems (document management, DMS/iManage or equivalent, billing/time entry, contract lifecycle tools) where appropriate.

2. AI Enablement & Training

• Train attorneys, paralegals, and staff — across both practice groups — on effective prompt construction, tool capabilities and limits, and practical use cases specific to their work.
• Create internal documentation, quick-reference guides, and recorded trainings; run office hours and onboarding for new hires.
• Act as first-line resource for attorneys experimenting with AI on a matter, including advising on when a use case is appropriate to attempt versus better left to traditional methods.

3. AI Governance, Ethics & Risk

• Confidentiality and privilege: ensure AI tools and workflows are configured and used in a manner consistent with client confidentiality obligations, joint-defense/common-interest considerations, and protection of privileged and work-product material (no client data enters non-vetted/consumer-grade tools).
• Professional responsibility: stay current on evolving guidance applicable to AI use by NY attorneys -including NY Rules of Professional Conduct (competence, confidentiality, and supervision of nonlawyer/technology assistance), applicable bar association guidance on generative AI (e.g., ABA and NYSBA-level guidance, which continues to evolve – flag updates as they issue rather than relying on outdated summaries(ABA, NYSBA), and court-specific AI disclosure or certification rules where they apply to litigation filings.
• Accuracy controls: implement verification protocols to guard against hallucinated citations, misstated facts, or unsupported numerical outputs before any AI-assisted work product reaches a client or a filing.
• Data governance: work with IT/security to vet new AI tools for data handling, retention, training-on-customer-data practices, and vendor contract terms (including indemnification and IP ownership of outputs).
• Note: this role identifies and manages AI-related risk operationally; it does not substitute for the professional judgment of the supervising attorney of record on any matter and does not provide legal advice regarding the Firm’s own regulatory or malpractice exposure (route those questions to the General Counsel/Risk Committee).

4. AI Tool & Vendor Evaluation

• Evaluate legal-AI vendors and platforms (e.g., contract analysis, litigation support, legal research,…