Corporate Paralegal & Legal Coordinator

• Own and maintain the company-wide legal intake process, including the legal request log, matter tracker, contract review tracker, deadline tracker, signature packet tracker, document routing log, and follow-up list.
• Review incoming legal requests daily and determine the next practical step, including whether the matter needs attorney review, additional facts, missing documents, business input, signature authority confirmation, insurance review, compliance follow-up, or outside counsel involvement.
• Convert scattered email chains into organized legal matters by identifying the issue, parties involved, relevant documents, deadlines, open questions, responsible internal owners, and recommended next action.
• Prepare decision-ready summaries for the General Counsel, including relevant facts, document status, missing items, key deadlines, open business questions, and a proposed path forward.
• Support contract workflows involving MSAs, task orders, subcontracts, amendments, leases, NDAs, equipment rental agreements, bareboat charter agreements, purchase terms, insurance requirements, proposal documents, and other legal or contract-related materials.
• Review contract and legal document packages for completeness before attorney review, including required exhibits, schedules, signature blocks, insurance requirements, COIs, W-9s, ACH forms, checklists, task orders, redlines, execution versions, and final signed copies.
• Track contract markups, open comments, business approvals, attorney review status, counterparty responses, execution versions, and final filing so agreements do not stall in email.
• Coordinate execution packets for authorized signatories, confirm signature authority where applicable, track approvals, maintain proof of execution, and ensure final signed documents are saved in the correct repository.
• Communicate directly with company personnel, customers, vendors, subcontractors, consultants, brokers, public entities, and other non-attorney business counterparties regarding document status, missing information, routing, signatures, administrative follow-up, and completion items, with the General Counsel copied on all external communications.
• Coordinate with outside counsel only under the direction of the General Counsel, including tracking requests, deadlines, invoices, factual questions, document needs, deposition preparation materials, litigation holds, pleadings, claim materials, and follow-up items.
• Provide secondary support for litigation, claims, disputes, employment matters, property damage issues, public-records requests, bid/proposal disclosure issues, and other legal-sensitive matters.
• Assist with public-records, confidentiality, trade-secret, proposal-disclosure, and redaction-related issues by collecting relevant documents, identifying confidential markings, tracking response deadlines, organizing submitted proposal materials, and preparing files for attorney review.
• Support SAM.gov, vendor portals, government registrations, licensing, certifications, prequalification packages, W-9 requests, entity profile updates, and compliance-related submissions by tracking deadlines, reviewing submissions for completeness, maintaining backup documentation, and escalating legal or compliance issues.
• Coordinate insurance-related contract support, including tracking required coverages, certificates, additional insured requirements, waiver of subrogation language, railroad or project-specific coverage issues, broker certificates, and unresolved insurance gaps.
• Maintain organized legal repositories for executed agreements, NDAs, entity records, contract templates, signature authority documentation, legal correspondence, claim materials, outside counsel files, and other confidential or privileged records.
• Create and maintain practical trackers, templates, checklists, folder structures, naming conventions, and recurring status reports that reduce dependence on institutional memory and email searching.
• Prepare factual chronologies, issue lists, document indexes, contract summaries, claim summaries, action-item logs, meeting agendas, and status updates for attorney review.
• Proactively identify stale matters, missing responses, approaching deadlines, incomplete contract packets, unsigned documents, unfiled executed agreements, unresolved insurance items, and open legal questions.
• Follow up persistently and professionally with internal stakeholders until open items are resolved, escalated, or closed.
• Coordinate with contracts, compliance, finance, HR, estimating, project management, business development, operations, insurance brokers, executives, and outside counsel to move legal and compliance matters forward.
• Maintain legal biographies, capability statements, signature block consistency, legal correspondence templates, and recurring legal department communication materials.
• Reduce attorney and executive involvement in routine legal administration by independently owning tracking, reminders, document movement, status updates, filing discipline, and recurring follow-up. 

• Self-starter who does not wait for perfect instructions.
• Strong follow-through and willingness to chase open items.
• Good judgment about when to act, when to ask, and when to escalate.
• Comfortable bringing order to messy email chains and incomplete requests.
• Able to manage multiple deadlines without losing details.
• Clear, concise communicator.
• Persistent without being abrasive.
• Protective of confidentiality and privilege.
• Practical, organized, and calm under pressure.
• Comfortable working in a fast-moving company where priorities shift quickly.

• 5 or more years of experience as a paralegal, corporate paralegal, senior legal assistant, contracts paralegal, legal coordinator, claims coordinator, legal operations coordinator, or comparable legal support role.
• Experience in construction, government contracting, disaster response, corporate legal departments, contract administration, compliance tracking, insurance support, public records, proposal support, outside counsel coordination, or litigation support strongly preferred.
• Paralegal certificate, associate degree, bachelor’s degree, or equivalent legal support experience preferred.
• Notary commission preferred, or willingness to obtain after hire if requested.
• Strong ability to self-manage, prioritize, follow up, and close loops without constant direction.
• Excellent written communication, practical judgment, attention to detail, and discretion with privileged, confidential, HR-sensitive, claims-sensitive, and executive-level information.
• Comfortable communicating with executives, project teams, customers, vendors, subcontractors, insurers, brokers, public entities, and other business counterparties.
• Proficiency with Outlook, Word redlines, PDF tools, Excel, SharePoint or comparable document repositories, and legal or contract tracking systems. QuickBase experience preferred.

• Medical
• Dental
• Vision
• Life and Disability Insurance
• 401K
• Paid Time Off

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.