Operations Specialist: Legal Templates and Forms

ABOUT US Ruby Labs is a leading tech company that creates and operates innovative consumer products. We offer a diverse range of opportunities across the health, education, and entertainment industries. Our innovative teams are driving the future of consumer-led products, and we're always looking for passionate individuals to join us. Learn more about our story at: https://rubylabs.com/about-us/ ABOUT THE ROLE We're building and scaling a high-growth D2C document automation product used by hundreds of thousands of customers globally. Users come to us to find, fill, and generate documents — tax forms, legal templates, agreements, and more — across multiple markets and use cases. We're looking for a Forms & Templates Operations Specialist to take ownership of building and managing the document content that powers our product. This is a hands-on, technical content role that sits at the intersection of CMS work, PDF preparation, and structured content logic. You'll be responsible for formatting source PDF forms into clean, fillable documents in Adobe Acrobat, and for building the modular content blocks and conditional logic that power our agreement generation flows in our CMS (Payload). You'll work closely with Product, Engineering, and the legal content team to keep the document library accurate, structured, and growing. KEY RESPONSIBILITIES PDF Forms Preparation - Source and download official forms (tax, legal, administrative, business) across multiple countries. - Prepare and format them into clean, fillable PDF forms in Adobe Acrobat — proper field types, alignment, tab order, validations, and styling. - Ensure forms render correctly across desktop and mobile, and behave consistently in our editor. - Audit existing forms and continuously improve quality, fillability, and consistency. CMS & Agreement Logic - Build and maintain modular content blocks, clauses, and conditional logic in our CMS (Payload) that power our agreement generation flows. - Translate legal and product requirements into structured content models — fields, collections, relationships, conditional rules. - Manage versioning, taxonomy, and metadata across the content library. - Coordinate with engineering when content models or integrations need updating. Content Operations - Maintain a clean, well-organized library of forms and templates — proper categories, metadata, and discoverability. - Collaborate with the legal content team to ensure agreement templates are accurate, modular, and scalable. - Help prioritize new forms and templates based on market demand and product priorities. - Use AI tools to accelerate content prep, formatting, and CMS operations wherever possible. QUALIFICATIONS - 2–4 years of experience in content operations, technical content management, product ops, or a similar hands-on role. - Strong, hands-on experience with CMS platforms — Payload strongly preferred. You're comfortable working with content models, collections, fields, relationships, conditional logic, and versioning. This is the most important requirement. - Hands-on expertise with Adobe Acrobat for preparing fillable PDF forms — you know your way around field types, alignment, tab order, calculations, and form validations. - Strong logical thinking — you can break a complex agreement or document flow into modular blocks and conditional rules. - Excellent organizational and documentation skills — you keep large content libraries clean and structured. - Highly proactive, resourceful, and self-directed — you drive projects forward without needing constant direction. - Hands-on familiarity with AI tools (ChatGPT, Claude, etc.) to boost personal efficiency. NICE TO HAVE - Experience with legal, tax, or administrative document content. - Background working with structured content systems, taxonomies, or templated content platforms. - Familiarity with conditional logic, form builders, or document automation tools. - Experience working in D2C SaaS, LegalTech, or document/utility products. - Familiarity with international markets and multi-jurisdiction content. LOCATION Ruby Labs operates within the CET (Central European Time) zone. Applicants from any country are welcome to apply for the position as long as they are located within approximately ± 4 hours of CET. This ensures optimal collaboration and communication during working hours. BENEFITS Discover the perks of being part of our vibrant team! We offer: - Remote Work Environment: Embrace the freedom to work from anywhere, anytime, promoting a healthy work-life balance. - Unlimited PTO: Enjoy unlimited paid time off to recharge and prioritize your well-being, without counting days. - Paid National Holidays: Celebrate and relax on national holidays with paid time off to unwind and recharge. - Company-provided MacBook: Experience seamless productivity with top-notch Apple MacBooks provided to all employees who need them. - Flexible Independent Contractor Agreement: Unlock the benefits of flexibility, autonomy, and entrepreneurial opportunities. Benefit from tax advantages, networking opportunities, reduced employment obligations, and the freedom to work from anywhere. Read more about it here: https://docs.google.com/document/d/1tzxGX4Uu7Ts_HCLFXESKLnKaaBfVCPf1f9AYZPrkjJM/preview?tab=t.0 https://docs.google.com/document/d/1nkrN76JlZkbKj9WSOhlT1_mni_CZeDkHdwfIjPXVwvk/preview?tab=t.0 Be part of our fast-growing team and seize this excellent opportunity for personal and professional growth! INTERVIEW PROCESS After submitting your application, we conduct a thorough review which typically takes 3 to 5 days, but may occasionally take longer due to the volume of applications received. If we see a potential fit, we proceed with the following steps: - Recruiter Screening (40 minutes) - Technical Interview (90 minutes) - Final Interview (60 minutes) LIFE AT RUBY LABS At Ruby Labs, we move fast, aim high, and expect the same from our team. We’re not here to play small—we’re here to build, grow, and win. That means we look for people who are ambitious, driven, and ready to give their best every single day. This is a place for individuals who thrive under pressure, embrace challenges, and see opportunity in every obstacle. If you’re hungry to achieve, motivated by impact, and want to grow at the speed of your own ambition, Ruby Labs offers the platform to make it happen. Here, effort is matched with reward. We recognize those who go all in and deliver results, and we create space for people who want more—more responsibility, more growth, and more success. #LI-Remote