Experienced Business Operations Specialist

Job Description

At Boeing, we innovate and collaborate to make the world a better place. We’re committed to fostering an environment for every teammate that’s welcoming, respectful and inclusive, with great opportunity for professional growth. Find your future with us.

Boeing’s Law and Global Compliance organization is seeking an Experienced Business Operations Specialist to support our Legal Spend and Matter Management team. Under the guidance of Boeing attorneys, this position provides critical support for tracking and processing outside counsel spending among other responsibilities. This position can be located in Arlington, VA;
Berkeley, MO;
Renton, WA;
Seattle, WA; or Tukwila, WA.

The Business Operations Specialist will contribute to matter management, data analysis, reporting, and process improvement to ensure efficient and effective support of sensitive matters across the enterprise. The role requires strong analytical and research skills, proficiency with developing and maintaining data reporting dashboards. Other duties include monitoring the rates mailbox, assisting with matter questions, performing data extraction and reporting, and providing system quality control.

Additionally, the Business Operations Specialist will handle expedited firm payments, resolve invoice and payment issues, onboard new firms, review agreements for compliance and audits, manage firm changes, conduct year-end audits and accruals, oversee engagement letters, manage timekeeper rates and audits, and perform reconciliation and variance analyses. Training responsibilities include creating instructional materials, templates, training new hires as well as providing refresher sessions and resource development.

Other tasks include establishing charge lines, supporting risk management invoice production, assisting with forecasts and budgets, preparing allowability reports, handling deviation requests, and monitoring finance mailboxes. System administration duties encompass responding to audits, assisting with access control policies, updating user access, resolving technical issues with payment systems, coordinating with enterprise teams and external suppliers, managing password resets, and updating practice group information.

Matter Management

• Monitor rates mailbox
• Assist with matter questions/issues
• Perform data extraction and prepare data reports
• Provide quality control reviews to ensure inclusion of all required information

Firms Management

• Expedite payments and support payment deviation requests
• Respond to invoice questions and issues to facilitate payment processing
• Perform manual invoices
• Onboard new outside counsel firms
• Review outside counsel agreements for compliance, and support finance audits
• Support firm name and address changes as well as mergers
• Year End Audit of Suppliers - audit of firms with manual submission to e-billing
• Serve as an outside counsel engagement letter specialist
• Support year end accruals and reversals
• Coordinate with timekeepers regarding rates, updates and system portal access
• Serve as a second audit report reviewer, update invoices accordingly
• Conduct timekeeper and rate variance analysis and annual firm updates
• Prepare reconciliation reports; analyze invoice data for monthly/annual audits
• Assist with outside counsel spending forecast & budget updates
• Prepare monthly allowability reports

System Administration

• Respond to internal audits and questions
• Grant user access, update system users, assist with password resets
• Support technical issues
• Interface with external vendors

Training

• Create instruction guides for instruction on processes for changes in Passport
• Create templates in group mailbox for resource for system admins
• Provide training for all new employees and periodic refresher training

Basic Qualifications (Required skills/experience):

• 1+ years of experience with legal spend management within a corporate law environment or similar function.
• Proficiency with Passport including complex matter, firm, and timekeeper management.
• Strong analytical skills with ability to interpret data, prepare reports for executive review and present findings clearly.
• Excellent written and verbal…