Legal Operations Coordinator

Taylor Guitars; El Cajon (CA); On-site; USD 71,000 - 85,000; Full time

Job summary

Taylor Guitars' Legal department seeks a Legal Operations Coordinator to support day-to-day operations under the Contracts and Legal Services Manager. You will coordinate contract workflows from intake to execution, maintain records, and assist with invoicing and reporting.

This role requires collaboration with internal teams and outside counsel, precision with confidential information, and ability to manage multiple tasks within established procedures.

Qualifications

• Bachelor's degree preferred in Business Administration, Legal Studies, or related field.
• 3–5 years of experience in legal administration or contract operations.
• Experience coordinating documents, maintaining records, and handling confidential information.
• Familiarity with outside counsel coordination and legal invoicing preferred.

Responsibilities

• Coordinate contract workflows from intake through execution, including gathering business information and routing for review.
• Maintain contract repository, track renewal dates and expirations, and monitor deadlines.
• Maintain legal matter trackers, calendars, and files with action items and responsible parties.
• Prepare routine documents using approved templates and identify deviations for review.
• Coordinate entity filings, governance records, and signatures as directed.
• Support compliance administration calendars, trackers, and deadlines under direction.
• Coordinate document collection and follow-up with internal stakeholders and outside counsel.
• Maintain IP portfolio records and coordinate filings and renewals with outside counsel.
• Coordinate legal invoice processing and reporting for Legal and Finance departments.
• Support insurance and claims administration with brokers and carriers.

Skills

Attention to detail

Communication

Project coordination

Confidentiality

Education

Bachelor's degree preferred in Business Administration, Legal Studies, or related field

Tools

Microsoft 365

Adobe Acrobat

Contract lifecycle management

Document management systems

Job description

Department: Legal

Reports To: Contracts and Legal Services Manager

FLSA Status: Non-Exempt

Amount of Travel Required: None

Job Status: Full Time

Work Schedule: Monday-Friday 8:00am-5:00pm

Positions Supervised: None

Salary range: $34.20 - $41.03 hourly

POSITION SUMMARY

The Legal Operations Coordinator supports the day-to-day operations and administration of the Legal department under the direction of the Contracts and Legal Services Manager. This position coordinates contract and matter workflows, maintains corporate and legal records, supports compliance, intellectual property, and insurance administration, and assists with legal invoicing and reporting. Working closely with internal stakeholders and outside service providers, the Legal Operations Coordinator independently manages assigned responsibilities within established procedures and approval requirements, ensuring legal matters and departmental activities remain organized, timely, accurate, and well documented.

ESSENTIAL DUTIES & RESPONSIBILITIES

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Essential Functions Statement(s)

• Coordinates contract workflows from intake through execution, including gathering business information, preparing drafts using approved templates, tracking revisions, routing documents for review and approval, coordinating signatures, and storing executed agreements.
• Maintains the contract repository and records of key terms, renewal dates, notice periods, and expirations. Monitors upcoming deadlines, alerts Contracts and Legal Services Manager and relevant business stakeholders, and follows up on required decisions and actions.
• Maintains legal matter trackers, calendars, and files, including deadlines, status updates, action items, and responsible parties. Follows up on outstanding items and flags delays or competing priorities to the Contracts and Legal Services Manager.
• Prepares routine documents and correspondence using approved forms, compares document versions, and identifies missing information or deviations from approved terms for review. Gathers information and prepares factual summaries as assigned.
• Maintains corporate and governance records and coordinates documentation, signatures, and submissions for entity filings and renewals as directed.
• Supports compliance administration by maintaining calendars, trackers, and supporting records; coordinating information collection and routine submissions; and following up with responsible stakeholders on assigned requirements and deadlines under the Contracts and Legal Services Manager’s direction.
• Coordinates document collection, scheduling, records, and routine follow-up with internal stakeholders and outside counsel at the Contracts and Legal Services Manager’s
• Maintains intellectual property portfolio records and tracks filing and renewal deadlines. Coordinates supporting documentation and administrative follow-up with outside counsel.
• Coordinates legal invoice processing, matter coding, approval routing, and payment follow-up. Gathers accrual information and prepares spending and matter reports for the Legal and Finance departments.
• Supports insurance and claims administration by maintaining claim records, certificates, deadlines, and supporting documentation and coordinating routine requests with brokers and carriers.
• Maintains organized files, databases, and approved templates, with consistent version control and appropriate handling of confidential, privileged, and sensitive information.
• Research and summarize information as assigned.
• Provides administrative and project support for additional Legal Department priorities as assigned.

COMPETENCIES:

• Customer Focus - Knows who internal customers are. Identifies opportunities that benefit the customer (internal and external). Establishes and maintains effective relationships. Delivers products that meet customer expectations.
• Results Oriented - Works as a productive and cooperative member of a cohesive group. Persists in accomplishing objectives despite obstacles and setbacks. Pushes self and helps others achieve results. Solution vs. problem oriented. Demonstrates ability to adjust when obstacles arise.
• Communicates Effectively - Communicates proactively and with purpose and professionally, in a concise and straightforward manner. Attentively listens to others. Communicates to those involved, especially if agreements cannot be kept.
• Accountability - Takes personal responsibility for decisions, behaviors, actions and failures, and commits to necessary corrective action. Able to admit limitations of knowledge yet demonstrate a willingness to do what is needed to improve. Proactively seeks feedback without being defensive. Does what is right because it is the right thing to do. Leaves personal circumstances outside of work in order to remain engaged in the task at hand. Maintains a positive attitude despite adversity.
• Reliability - Demonstrates reliable and predictable attendance and punctuality.
• Accuracy – Produces thorough, reliable work and maintains careful attention to detail.
• Organization and Follow-Through – Manages multiple assignments, keeps records current, and follows up consistently to bring work to completion.
• Business Acumen – Understands business objectives and connects legal processes to practical business needs.
• Confidentiality and Integrity – Handles sensitive and privileged information with discretion and sound judgment.
• Initiative and Ownership – Anticipates routine needs, resolves administrative issues within established guidance, and keeps the Legal Manager informed of progress and obstacles.
• Judgment and Problem Solving - Identifies issues, evaluates practical options, and escalates appropriately.
• Communication and Collaboration – Communicates clearly, works effectively across departments, and provides responsive, professional support.
• Adaptability – Adjusts and responds effectively to changing priorities, new requirements, and urgent matters.

POSITION QUALIFICATIONS

Education & Experience: Bachelor's degree preferred in Business Administration, Legal Studies, or a related field, or an equivalent combination of education and relevant experience. 3 to 5 years of relevant experience in legal administration, contract administration, legal operations, or a comparable support role supporting legal, compliance, or corporate business processes. Demonstrated experience coordinating documents and approvals, maintaining records and deadlines, following through with stakeholders, and handling confidential and sensitive business information. Experience supporting an in-house legal department preferred. Experience coordinating with outside counsel or other professional service providers preferred. Experience with invoice processing, accrual tracking, or departmental reporting. Familiarity with corporate records, entity filings, intellectual property administration, insurance claims, or compliance administration preferred.

Computer Skills: Proficiency with Microsoft 365, including Word, Excel, Outlook, and Teams. Ability to format documents, use Track Changes and document comparison tools, maintain spreadsheets and trackers, and prepare routine reports. Proficiency with Adobe Acrobat and electronic signature tools. Familiarity with document management systems. Experience with contract lifecycle management, matter management, legal billing, or similar systems preferred.