Legal Operations Administrator (Part-Time)

Ursus; New Brunswick; Remote; CAD 30,000 - 60,000; Part time

Job summary

A progressive legal services company is seeking a part-time Legal Operations Administrator to oversee and support daily legal team functions. This role includes managing calendars, tracking legal invoices, coordinating travel, and ensuring effective communication across teams. Candidates should possess a Bachelor's Degree or equivalent experience and have strong organizational skills. Remote work flexibility is included.

Qualifications

• 5+ years of operations experience or a Bachelor's Degree.
• Experience in project management or operations management.

Responsibilities

• Oversee and implement day-to-day functions to scale the legal team.
• Manage calendar invites and maintain weekly team schedules.
• Track engagement letters and legal invoice spending.
• Coordinate travel and events for the legal team.
• Maintain litigation tracker and procurement processes.

Skills

Strong problem-solving and analytical skills

Ability to communicate across the organization

Proven ability to coordinate with internal and external teams

Strong organizational and time-management skills

Proven ability to work remotely and independently

Education

Bachelor's Degree or high school diploma and 5+ years operations experience

Tools

SAP

Job description

JOB TITLE: Legal Operations Administrator (Part-Time)
LOCATION: Remote
DURATION: 3 months
RATE RANGE: $20-$29/hr.

• Bachelor's Degree or, in lieu of a degree, a high school diploma and 5+ years of operations experience
• Experience in project management or operations management
• Experience with outside counsel engagements, legal vendor invoice tracking, and Cogency annual report/registered agent fees.

OVERVIEW

The Legal Operations Administrator will oversee and implement day-to-day functions to help scale the legal team. You have a real opportunity to make a meaningful impact and contribution within Legal and across the company (including but not limited to ad hoc support of various introductory contracts and contract templates, developing self-serve legal content/training for various internal teams, developing outside counsel efficiencies, identifying process improvements/automation, and deal tracking and overall matter management).

ESSENTIAL FUNCTIONS

Responsibilities include, but are not limited to:

• Calendar invites for team meetings – check schedules, create an invite, email, and update when necessary
• Legal Team Calendar – email team for updates, maintain and email weekly
• Legal team mail – the office FedEx's the mail to my home; I scan all the mail and then email it to the respective lawyer for handling
• Track Engagement Letters
• Track Legal invoice spending by law firm and project
• Notarize documents for the team
• Cogency – Responsible for all request emails to match the work requests to the invoices from Cogency. Track all the Cogency annual report charges, registered agent fees, and franchise tax payments.
• All travel needs for the legal team
• Event coordination for off-sites or legal meetings
• Responsible for Outside counsel & Consultants Invoices
• Work directly with new law firms and consultants to obtain a W9 to get them set up in SAP. I also work with them to complete the Enel banking form, and I coordinate that with our accounts payable team to get that detail set up in our payments system.
• Responsible for KPI team goals, ensuring that 70% or more of outside counsel engagements above $30,000 are the result of a competitive tender
• Track spending on outside counsel fees, not including litigation
• Responsible for all the engagement letters for EGPNA, Enel X, and ENA.
• Track the outside counsel invoice payments for EGPNA, Enel X, and ENA to report monthly on these two KPI goals for the team.
• Responsible for new hire training monthly schedule coordination
• Responsible litigation tracker spreadsheet, which needs to be updated bi-weekly with the details provided in each meeting and maintain this in our Teams litigation folder
• Responsible for the procurement drape process

OTHER DUTIES

• This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Activities, duties, and responsibilities may change, or new ones may be assigned at any time with or without notice.

SUPERVISION

• This position will not manage direct reports

SKILLS

• Self-motivated with strong problem-solving and analytical skills. Ability to communicate across the organization
• Proven ability to coordinate and communicate with internal and external teams
• Good understanding of how various functions integrate with others in accomplishing the objectives of the area
• Ability to work across all levels of the organization and with external clients
• Ability to demonstrate innovation and creative approaches to business needs
• Proven ability to work remotely and independently
• Strong organizational and time-management skills
• Ability to effectively manage multiple projects and tasks

EDUCATION

• Bachelor's Degree or, in lieu of a degree, a high school diploma and 5+ years of operations experience
• Experience in project management or operations management

BENEFITS SUMMARY

Individual compensation is determined by skills, qualifications, experience, and location. Compensation details listed in this posting reflect the base hourly rate or annual salary only, unless otherwise stated. In addition to base compensation, full-time roles are eligible for Medical, Dental, Vision, Commuter and 401K benefits with company matching.