Legal Administrative Assistant

Global Partners LP; Newton (MA); On-site; USD 35,000 - 49,000; Full time

Benefits offered by this job

Competitive pay

Health & wellness benefits

401k with company match

Tuition reimbursement

Professional development

Job summary

Global Partners LP is seeking an organized Legal Invoicing Operations Assistant in Newton, MA to process invoices per internal procedures and manage billing platforms. You will coordinate with outside law firms, support vendor onboarding, and assist attorneys with timely approvals and deliverables.

The role requires attention to detail, strong communication, and proficiency with Microsoft Office and billing tools. Hybrid work options and professional development opportunities are available.

Qualifications

• 1-3 years of relevant experience with an Associate's Degree preferred.
• Strong attention to detail, critical thinking, and analytical and reasoning skills.
• Excellent written and verbal communication skills, including strong grammar, spelling and formatting.
• Ability to build positive working relationships and communicate effectively with people at all levels, both internally and externally.
• Excellent Microsoft Office skills and proficiency with billing tools; Onit Unity experience a plus.

Responsibilities

• Process legal invoices according to internal procedures, leveraging billing platforms to process, track and route invoices.
• Serve as primary contact for outside law firms and vendors regarding invoice status and payment inquiries.
• Support onboarding of new law firms and legal vendors to billing platforms.
• Partner with internal attorneys to secure timely invoice approvals and clarify billing deliverables.
• Generate standard and ad-hoc billing, aging and expenditure reports for the Legal Department and management.
• Create and maintain Legal Invoice Operations documentation using Word, Excel, Smartsheet, Scribe and other software.
• Assist with monitoring and actioning requests via the shared email mailbox.
• Maintain the Global Partners 8-K Index monthly with summary of SEC filings.
• Assist in maintaining office supplies for the Legal Department.
• Plan, schedule, track project progress, and meet deadlines, communicating progress to management.

Skills

Attention to detail

Verbal communication

Written communication

Time management

Collaboration

Education

Associate's Degree in Business Administration or Paralegal Studies

Tools

Onit Unity

Microsoft Teams

Excel

Word

PowerPoint

SharePoint

Job description

Your Role, Your Impact

• Process legal invoices according to internal Legal Invoice Operations procedures, leveraging legal billing and enterprise software platforms (e.g., Onit Unity, Microsoft Teams, or similar e-billing/ERP tools) to process, track and route invoices.
• Together with other members of the Legal Invoicing Operations team, serve as a primary point of contact for outside law firm and legal service vendors regarding invoice status, payment inquiries and submission guidelines.
• Support the onboarding of new law firms and legal vendors to billing platforms.
• Partner closely with internal attorneys to secure timely invoice approvals, clarify billing deliverables and support internal attorney utilization of the company’s billing platforms.
• Generate standard and ad-hoc billing, aging and legal expenditure reports for Legal Department, Accounting and other management review, including quarterly accrual data.
• Create and maintain Legal Invoice Operations documentation using Word, Excel, Smartsheet, Scribe and other software as required.
• Assist with monitoring and actioning requests via the Legal Invoice Operations shared email mailbox.
• Maintain the Global Partners 8-K Index on a monthly basis with summary of recent SEC filings, as outlined in procedure document.
• Shared responsibility for internal department mail distribution, including FedEx and certified mail as needed.
• Assist in maintaining office supplies for the Legal Department.
• Effectively manage and execute diverse administrative duties supporting Legal Department objectives, from special projects, presentations, audits, and reporting requests, to mailings, document distributions, and maintenance and organization of select legal files.
• Plan, schedule, and track project progress, execute project deliverables, and meet deadlines as assigned. Communicate progress to manager on a regular basis, keeping manager apprised of potential issues, concerns, or delays in deadlines.

Qualifications

• 1-3 years of relevant experience with an Associate's Degree in Business Administration, Paralegal Studies, or related field is preferred.
• Strong attention to detail, critical thinking, and analytical and reasoning skills.
• Excellent written and verbal communication skills, including strong grammar, spelling and formatting.
• Ability to build positive working relationships and communicate effectively with people at all levels, both internally and externally.
• Excellent Microsoft office skills (Word, Excel, PowerPoint, Teams SharePoint) and proficiency in utilizing other software billing tools, experience with Onit Unity or other legal billing software is a plus.
• Ability to collaborate, respond promptly to stakeholders, and thrive in a fast-paced office with changing priorities.
• Self-motivated and able to operate independently with excellent organizational skills.
• Excellent time-management and multi-tasking skills.
• Proven ability to meet deadlines, manage administrative processes and effectively coordinate multiple projects simultaneously.
• Experience writing and editing professional correspondence.
• Outstanding ability to work with all levels of the organization and demonstrate a collaborative work style.
• Display sound judgment and handle confidential, high-trust financial and legal data with integrity.

Pay Range$25.38 - $35.43

The pay range for this position is outlined above. The final amount offered at the start of employment is determined based on factors including, but not limited to, experience level, knowledge, skills, abilities and geographic location, and the Company reserves the right to modify base salary at any time, including for reasons related to individual performance, Company or individual department/team performance and market factors.

Our Commitments to You

• Competitive Pay - We offer competitive salaries and opportunities for growth within.
• Health & Wellness - Medical, Dental, Visions and Life Insurance. Along with additional wellness support.
• The Road Ahead - We offer 401k and a match component. We also provide tuition reimbursement; this benefit is offered after 6 months of service.
• Professional Development - We value lifelong learning and have many internal development programs and access to other on-demand learning for continued career growth.
• These commitments are offered to employees in permanent roles, as part of our support for long-term growth and success

What to Expect From the Hiring Process

A member of our Talent Acquisition team will review your application and may connect you with the hiring manager if your experience is a strong match.

Interviews are conducted virtually and in person, depending on the role. We’ll provide more details about next steps if selected to move forward.

Global Partners LP is an equal opportunity employer. We foster a company culture where ideas from all people help us grow, move and thrive. We embrace the diversity of all applicants and do not discriminate against race, color, religion, sex, age, national origin, sexual orientation, gender identity, disability, protected veteran status or any other basis prohibited by federal, state or local law. If you have a disability and need an accommodation to apply, please contact our recruiting department at 781-747-9675 or 781-7GP-WORK.

Disclaimer. At Global Partners, we don't use lie detector tests for any employment decisions. We follow all the rules and regulations, so we need to let you know. In Massachusetts, it's illegal to require or administer a lie detector test as a condition of employment of continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.