Legal Operations Coordinator

Responsibilities

• Provide administrative support for the department billing and matter management software, including routine matter setup, data entry, user support, basic troubleshooting, and process documentation.
• Maintain accurate matter, vendor, billing, status, budget, deadline, and contact information in department systems and trackers.
• Support invoice intake, coding, routing, follow‑up, and resolution of routine billing, purchase order, and accrual questions.
• Coordinate with Law & Compliance, Finance, Procurement, Accounts Payable, outside counsel, and legal vendors to keep matter and billing information current.
• Support basic matter intake, file organization, naming conventions, records maintenance, and related administrative workflows.
• Assist with legal spend tracking, invoice reporting, accrual collection, purchase order follow‑up, and budget‑to‑actual support.
• Prepare routine tracker summaries, financial summaries, matter status updates, and spreadsheet reports using established templates.
• Support month‑end, quarter‑end, forecast, budget planning, and year‑end activities by gathering, organizing, checking, and updating data.
• Create and maintain basic dashboards, reports, and trackers using Excel and department systems.
• Support recurring Law & Compliance operating rhythm activities, including meeting agendas, follow‑ups, action item tracking, leadership updates, and planning materials.
• Assist with department‑wide coordination, including process documentation, templates, onboarding materials, workflow updates, and recurring communications.
• Use approved technology tools, including AI‑enabled tools where appropriate and permitted, to summarize information, improve reporting, and streamline workflows.

• 1-3 years of experience in administrative support, clerical office support, billing coordination, finance administration, procurement support, accounts payable, business operations, legal operations, or a related coordinator role.
• Experience with legal billing, matter management, e‑billing, ERP, procurement, accounts payable, or similar business systems is preferred, but not required.
• Strong Excel skills and comfort working with spreadsheets, trackers, reports, invoices, and financial data.
• Strong attention to detail and ability to maintain accurate information across multiple systems, stakeholders, and recurring processes.
• Ability to follow up consistently, manage deadlines, and coordinate across Legal, Finance, Procurement, Accounts Payable, outside counsel, and vendors.
• Interest in legal operations, financial reporting, systems administration, process improvement, and technology‑enabled workflows.
• High degree of discretion and professionalism when handling confidential legal, compliance, and financial information.