Legal Operations Specialist

• Supports the Legal Operations Manager with matter management and process management across the entire legal department, including, but not limited, managing legal intake and workflows, ensuring timely completion of legal department work, tracking legal department capacity, and working with non-legal stakeholders.   

• Independently identifies opportunities to improve legal department processes and work product, using legal technology and artificial intelligence to drive consistency, improve contract and matter lifecycle time, and expand the services provided by legal department to company and its management communities. 

• Independently manages and supports eviction processes for residential community portfolio by coordinating documentation, submitting documents to outside counsel, coordinating evictions with outside counsel, ensuring compliance with jurisdictional timelines, and providing updates to internal stakeholders. 

• Supports litigation matter management, including, but limited to, collecting documents, facilitating interviews, and managing digital e-discovery logistics; maintaining internal files for litigated matters; tracking deadlines; assist with settlement payment processes; and assisting with related-risk management and insurance matters. 

• Supports the Legal Operations Manager and other stakeholders with all aspects of the company’s contract lifecycle management (“CLM”) program, including, but not limited to, assisting with contract requests to legal preparing and sending contract terminations, collecting signatures for legal documents and forms, CLM data integrity, and ensuring effective end-to-end CLM processes. 

• Support Legal Operations Manager and other legal department personnel with legal department reporting and metrics, including, but not limited to preparing initial drafts of recurring reports and dashboards, including monthly litigation reports, quarterly Board updates, and operational metrics that inform decision-making and resource planning.  

• Support the Legal Operations Manager with the coordination and administration legal technology and systems, including user onboarding and training, access management, and routine data quality checks for all legal department systems, including the matter management system and contract lifecycle management (CLM) platform.  

• Oversee and manage legal department training and orientation for manage communities; manage user setup and permissions across all legal systems for company and all managed communities.  

• Independently manages Service of Process filings for company and all managed communities. 

• Supports Legal Operations Manages with overseeing trademark administration, including monitoring portfolios, coordinating renewals, and maintaining accurate records.  

• Supports all legal department personnel with various tasks, such as collecting signatures on legal documents, completing initial drafts of filings and legal forms, completing annual reports and DBA renewals, entity formation, and responding to legal requests from non-legal stakeholders. 

• Supports legal department personnel with M&A and transactional matters, including, but not limited to, the collection, organization, and distribution of documents and coordination of related matters with non-legal stakeholders. 

• Support Legal Operations Manager with outside counsel engagement and invoicing processes, including, but not limited to vendor onboarding, invoice review workflows, coordination with Accounts Payable, and adherence to billing guidelines.  

• Oversee legal department records and document management practices to ensure alignment with company’s document retention policies; support data governance and process documentation to promote consistency and audit readiness.  

• Other duties as assigned.

Education and Experience 

• 3+ years of experience in legal operations, legal coordination, paralegal, or a related legal support function in-house or at a law firm, with demonstrated responsibility for matter management, use of legal technology and A.I., or legal systems administration.  

• Bachelor’s degree preferred; an associate degree with relevant legal operations or paralegal certification will be considered.  

• Proven experience working with legal technology, including matter management systems and contract lifecycle management tools; strong proficiency with Microsoft Outlook, Word, and Excel.  Technically fluent and comfortable learning new systems; committed to data integrity, process discipline, and continuous improvement. 

• Demonstrated ability to manage multiple priorities under deadlines with exceptional attention to detail, data accuracy, and follow-through.  

• Strong project management, organization, and time management skills with the ability to execute reliably and independently while collaborating effectively across teams.  

• Excellent written and verbal communication skills, including the ability to prepare clear reports and engage tactfully with business partners, outside counsel, and regulatory bodies.  

• Analytical mindset with the ability to develop insights from operational data and translate them into actionable recommendations. 

• High degree of professionalism, discretion, and sound judgment in handling confidential information and sensitive matters. 

• Customer service orientation consistent with delivering timely, responsive, and high-quality legal services to the business. 

Platinum Service® 

Platinum Service® is characterized by a high level of responsiveness delivered in a flawless, timely and caring way. Employees commit to providing courteous, responsive, and quality service to our residents by following the principles of our Platinum Service® program. 

Conclusion 

All employees are expected to follow all policies and procedures. These policies and procedures can be found in the employee handbook, department policy and procedure manuals and with your supervisor. This job description is intended to convey information essential to understanding the scope of the position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities at any time. 

Acknowledgement 

I understand this job description and its requirements, and that I am expected to complete all job-related duties as assigned. I understand the essential functions may be altered from time to time. 

By signing below, I acknowledge I am able to perform the essential functions of this job with or without a reasonable accommodation. If I require a reasonable accommodation, I will inform the recruiter/hiring manager, my manager, or Human Resources and agree to participate in the interactive process to discuss possible accommodations.   

 

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Salary

• $70,000 - $80,000