Information Technology Operations Specialist

TECHNOLOGY OPERATIONS SPECIALIST

How To Manage A Small Law Firm | Full-Time | Remote with In-Person Executive Support

The Technology Operations Specialist keeps HTM’s fast-moving technology safe and working by tracking every account and who can access it, setting up new tools and access the right way, maintaining the disaster recovery plan, and serving as the hands-on, in-person tech support for our Founder and Co-Founder.

Who You Are

1. Organized to the point of being a little annoying about it. If an account exists, you know about it, it’s on the list, and the list is current.

2. A finisher. You get real satisfaction from closing the loop, crossing it off, and knowing nothing got left half-done.

3. A digger. When something doesn’t add up (an account nobody can explain, a charge nobody recognizes), you can’t leave it alone until you’ve found the answer.

4. The person people call. You like being the one who makes a problem disappear so someone else can get back to their work, whether that’s a founder’s frozen laptop or a developer waiting on access.

5. Steady when things get loud. When an executive’s machine dies ten minutes before a recording, you fix it first and document it after, and nobody in the room sees you sweat.

6. Confident in your judgment. You can tell a developer “you don’t need admin for that, here’s what you do need,” and you’ve done enough homework to be right when you say it.

7. Persistent without being a pest. When a vendor ignores your first request, you follow up, and when that gets ignored, you escalate cleanly and keep moving.

8. Equally at home with a printer cable and an API console, and you don’t consider either one beneath you.

What You’ll Do

1. Support our leadership hands-on. You’re the first call for technology problems for two of our senior leaders, including in-person setup at their homes, and you work with our managed service provider to get bigger issues resolved without anyone having to chase a ticket.

2. Know every account we have. You build and maintain the master inventory of every platform, console, domain, subscription, and automation HTM uses: who owns it, who has access, what keys exist, and when it renews.

3. Set things up the right way. You create new accounts under HTM ownership, manage our password vault and API keys, and configure new AI and software tools so they’re secure and usable from day one.

4. Guard the doors. You give developers, vendors, and staff the access they need and nothing more, and you remove access the day someone’s work with us ends.

5. Keep us ready for the bad day. You maintain our disaster recovery plan, run and coordinate recovery tests, and help leadership walk through what happens when something breaks.

6. Keep the records straight. You document what you set up and why, and you help answer the technical questions that come with insurance applications and due diligence.

About HTM

How To Manage A Small Law Firm was built by entrepreneurs and is run by entrepreneurs. We help small law firm owners grow their businesses in quantum leaps, and we practice what we preach, which means we don’t keep corporate timelines, we don’t wait for a quarterly committee to approve a good idea, and when a new tool shows up on Monday, somebody needs it set up by Tuesday.

If you’ve spent your career somewhere that needed three approvals, a change ticket, and a two-week sprint to create a user account, you’ll either love it here or hate it here, and you’ll know which within a week. If fast-paced is hard for you, you can’t work here.

Why This Role Exists

Moving fast has a cost when nobody’s keeping track. Every new platform, every developer who needs access, every vendor who needs an API key adds another account to the pile, and at our speed the pile grows faster than anyone can remember what’s in it. You’re the person who keeps the speed safe: you know what exists, who owns it, who can get in, and why. You move as fast as the rest of us, with one difference. When you’re done, it’s documented.

You’ll thrive here if

1. Same-day turnaround feels normal to you, and a backlog feels like a personal insult.

2. You can drop what you’re doing for an executive emergency, handle it, and pick your list back up right where you left it.

3. You’d rather build a system once than fix the same problem five times.

4. You finish things. Done means done, documented, and crossed off.

5. You’re comfortable telling a developer “here’s the access you need instead,” and you can back it up.

This probably isn’t for you if

1. You need a fully defined process before you can start.

2. You prefer to wait for a ticket rather than walk over and fix the problem.

3. You’d let a problem sit because it technically belongs to someone else, instead of getting it to the person who owns it.

Responsibilities in Detail

A. Executive Support

1. Provide hands-on technology support to the Founder and Co-Founder, including in-person setup at their homes (printers, monitors, devices, home networks).

2. Escalate infrastructure and security issues to our managed service provider and follow them through to resolution, so neither executive has to chase a ticket.

B. Account Inventory

1. Maintain the account inventory as HTM’s system of record for every platform, console, and tool.

2. Fix account ownership, access levels, API keys, and spend caps identified through the inventory.

3. Conduct quarterly access reviews.

4. Track domains, DNS, and registrar accounts.

5. Inventory automations and integrations (Zaps, Make scenarios, webhooks, API connections).

6. Maintain a technology renewal calendar for domains, certificates, contracts, and annual plans.

7. Manage software subscriptions and licenses with the Controller.

C. Account Setup and Access

1. Set up new accounts under HTM ownership: HTM email, HTM billing, two HTM owners, spend caps set, data retention and training settings checked.

2. Administer the company password vault.

3. Create, name, store, rotate, and revoke API keys through the vault.

4. Evaluate access requests from developers, vendors, and staff, and provision the minimum access the task requires.

5. Decline or modify requests that exceed what the task requires, and offer the right alternative.

6. Add new employees to non-Microsoft tools on their start date, and remove departing employees, contractors, and vendors from all tools on their last day, triggered by notice from HR or the engagement owner.

7. Configure approved AI tools and maintain an AI agent registry (each agent’s purpose, access, and responsible HTM owner).

8. Collect security documentation from new software vendors before accounts are created.

D. Disaster Recovery

1. Maintain the Disaster Recovery Plan, keeping systems, contacts, and recovery credentials current.

2. Test the plan within the role’s scope: account recovery, vault access, and executive device recovery.

3. Coordinate testing with our managed service provider, the development team, and our platform development agency, and document results for the COO.

4. Facilitate an annual tabletop exercise with leadership.

E. Documentation and Compliance

1. Keep technology documentation current in SharePoint.

2. Draft technical answers for cyber insurance applications and diligence questionnaires for COO review.

What This Role Doesn’t Own

1. Microsoft 365 security administration and network infrastructure (managed service provider)

2. The helpdesk relationship and ticket performance (Helpdesk team)

3. Decisions about which platforms HTM adopts or which vendors it hires

4. Building or coding integrations (development team)

5. Technology support for staff beyond the executives you support (Helpdesk)

What You Bring

1. Experience administering SaaS and developer platforms at the organization level (user roles, billing, API keys)

2. Working knowledge of a business password manager

3. Hands-on hardware and peripheral troubleshooting

4. Familiarity with SSO and access-role structures

5. Experience working alongside a managed service provider, or a background at an MSP or agency managing client accounts (strongly preferred)

6. CompTIA Security+, Microsoft SC-300, or equivalent (preferred)

7. A documentation habit you can demonstrate

Final Word

This is a high-performance environment. We hire A-Players who thrive in fast-moving, entrepreneurial, no-excuses settings. We take 100% personal responsibility, and we expect you to do the same.

If you read all this and got more excited (instead of overwhelmed), you might be exactly who we’re looking for.

HTM provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.