Legal Operations Administrator

Chicago Bridge & Iron Company; Town Center (TX); On-site; USD 55,000 - 85,000; Full time

Job summary

Chicago Bridge & Iron Company is seeking a Legal Ops Administrator to join the Legal Department and drive administrative efficiency across operations, vendor management, invoicing, and reporting. The role supports attorneys, manages matter and contract systems, and helps implement automation, AI-enabled workflows, and data analytics.

You will collaborate with IT, Finance, Procurement, and HR to optimize processes, maintain data integrity, and produce dashboards that inform management decisions.

Qualifications

• High School Diploma or equivalent required.
• Associate's Degree or Bachelor's Degree in Business Administration, Legal Studies, Information Systems, or related discipline preferred.
• Minimum of 3-5 years of experience in administrative support, legal operations, legal administration, corporate legal departments, or related professional environments.
• Experience working with legal technology platforms, workflow automation tools, or business applications preferred.
• Strong knowledge of Microsoft Office Suite, particularly Excel, PowerPoint, Word, Teams, and SharePoint.
• Familiarity with e-billing tools, matter management systems, legal hold systems, contract lifecycle management systems, or similar legal technologies.

Responsibilities

• Coordinate and schedule meetings, conferences, training sessions, and department events.
• Maintain calendars and schedules for Legal Department leadership and team members as assigned.
• Draft, format, proofread, and distribute correspondence, reports, presentations, and other legal department communications.
• Maintain electronic and physical filing systems, ensuring proper document organization and retention.
• Manage incoming communications through a shared inbox and route inquiries to the appropriate department resources.
• Assist attorneys and legal team members with administrative requests and special projects.
• Support onboarding and maintenance of law firms, vendors, and service providers within the department's e-billing tool(s) and related systems.
• Research and resolve invoice, payment, and vendor inquiries utilizing e-billing tool, Oracle, JDE, and other financial systems.
• Assist with reviewing invoice processing exceptions, failed invoice submissions, and payment discrepancies.
• Reconcile vendor accounts receivable information with CB&I accounts payable records to ensure accurate financial reporting and payment status tracking.
• Support law firm engagement processes including vendor setup, invoice management, and reporting.
• Assist with administration and maintenance of legal department systems including legal hold, matter management, contract management, and document management platforms.
• Generate reports, dashboards, and metrics to support legal department performance tracking and decision-making.
• Identify opportunities to improve legal and administrative workflows through automation and process redesign.
• Assist in developing, implementing, and maintaining automated workflows, digital forms, self-service solutions, and business process improvements.
• Support implementation and adoption of legal technology platforms and AI-enabled tools across the Legal Department.
• Utilize data analytics tools, reporting platforms, and emerging technologies to improve operational efficiency and visibility.
• Develop and maintain process documentation, standard operating procedures, and user guides.
• Collaborate with Legal, IT, Finance, Procurement, and business stakeholders to optimize legal operations processes.
• Assist with evaluating and testing new legal technology, automation solutions, and AI applications that support departmental objectives.
• Monitor system performance, user adoption, and process effectiveness while recommending enhancements and continuous improvements.
• Maintain data integrity across legal operations systems and support governance standards for AI and automated processes.

Skills

Analytical

Organized

Communication

Multitasking

Team collaboration

Education

High School Diploma or equivalent

Associate/Bachelor degree preferred

Tools

Microsoft Office

Excel

PowerPoint

Word

Teams

SharePoint

e-billing tools

Matter management

Contract lifecycle management

Legal hold systems

Job description

Company Overview

CB&I delivers integrated storage and asset‑management solutions that help customers operate safely, reliably, and efficiently across the lifecycle of their facilities. Through our two global business units - Storage Solutions, the world leader in tanks, terminals, and storage systems, and Asset Solutions, a leading provider of operations, management, wells and decommissioning services - we combine technical excellence with execution capability to extend asset life, optimize performance, and maximize value.

Overview

The Legal Ops Administrator serves as a key operational resource within the Legal Department, supporting day-to-day administrative functions, legal operations processes, vendor and invoice management, reporting, and technology initiatives. The position requires the ability to manage competing priorities, maintain accurate records, support legal systems and applications, and proactively identify opportunities to improve departmental effectiveness through automation, workflow optimization, and artificial intelligence solutions.

The Legal Ops Administrator works independently with moderate supervision, evaluates problems and recommends solutions, supports legal technology platforms, and assists with implementing process improvements that enhance productivity and service delivery across the Legal Department.

This position is an Individual Contributor role. The role directly reports to the Dir, Legal and Strategy Operations and routinely interacts with Paralegal Specialists, Legal Department Staff, IT, Operations, Human Resources, and Finance.

Responsibilities

Administrative & Department Support

• Coordinate and schedule meetings, conferences, training sessions, and department events.


• Maintain calendars and schedules for Legal Department leadership and team members as assigned.


• Draft, format, proofread, and distribute correspondence, reports, presentations, and other legal department communications.


• Maintain electronic and physical filing systems, ensuring proper document organization and retention.


• Manage incoming communications through a shared inbox and route inquiries to the appropriate department resources.


• Assist attorneys and legal team members with administrative requests and special projects.

Legal Operations Support

• Support onboarding and maintenance of law firms, vendors, and service providers within the department's e-billing tool(s) and related systems.


• Research and resolve invoice, payment, and vendor inquiries utilizing e-billing tool, Oracle, JDE, and other financial systems.


• Assist with reviewing invoice processing exceptions, failed invoice submissions, and payment discrepancies.


• Reconcile vendor accounts receivable information with CB&I accounts payable records to ensure accurate financial reporting and payment status tracking.


• Support law firm engagement processes including vendor setup, invoice management, and reporting.


• Assist with administration and maintenance of legal department systems including legal hold, matter management, contract management, and document management platforms.


• Generate reports, dashboards, and metrics to support legal department performance tracking and decision-making.

Technology, Automation & AI Enablement

• Identify opportunities to improve legal and administrative workflows through automation and process redesign.


• Assist in developing, implementing, and maintaining automated workflows, digital forms, self-service solutions, and business process improvements.


• Support implementation and adoption of legal technology platforms and AI-enabled tools across the Legal Department.


• Utilize data analytics tools, reporting platforms, and emerging technologies to improve operational efficiency and visibility.


• Develop and maintain process documentation, standard operating procedures, and user guides.


• Collaborate with Legal, IT, Finance, Procurement, and business stakeholders to optimize legal operations processes.


• Assist with evaluating and testing new legal technology, automation solutions, and AI applications that support departmental objectives.


• Monitor system performance, user adoption, and process effectiveness while recommending enhancements and continuous improvements.


• Maintain data integrity across legal operations systems and support governance standards for AI and automated processes.

Research & Continuous Improvement

• Perform research and analysis to support operational, administrative, and legal department initiatives.


• Prepare spreadsheets, reports, dashboards, presentations, and data summaries for management review.


• Analyze trends in invoice processing, vendor management, departmental workloads, and operational performance.


• Recommend process improvements based on data analysis, user feedback, and business needs.


• Participate in department projects and strategic initiatives focused on operational excellence and digital transformation.

Qualifications

• High School Diploma or equivalent required.


• Associate's Degree or Bachelor's Degree in Business Administration, Legal Studies, Information Systems, or related discipline preferred.


• Minimum of 3-5 years of experience in administrative support, legal operations, legal administration, corporate legal departments, or related professional environments.


• Experience working with legal technology platforms, workflow automation tools, or business applications preferred.


• Strong knowledge of Microsoft Office Suite, particularly Excel, PowerPoint, Word, Teams, and SharePoint.


• Familiarity with e-billing tools, matter management systems, legal hold systems, contract lifecycle management systems, or similar legal technologies.

Skills and Behaviors

• Strong analytical, problem-solving, and critical thinking abilities.


• Excellent organizational skills with exceptional attention to detail and accuracy.


• Ability to manage multiple priorities and meet challenging deadlines.


• Strong written and verbal communication skills.


• Ability to work independently while maintaining strong collaboration with cross-functional teams.


• Demonstrated ability to learn and adopt new technologies quickly.