Legal Operations Coordinator

Vsolutions Technologies; EE. UU.; Híbrido; USD 41.000 - 69.000; Jornada completa

Descripción de la vacante

Vsolutions Technologies in San Francisco, CA is seeking a contract role to support the legal department and retail operations. The role focuses on contract administration, licensing, regulatory compliance, and cross-functional liaison across Legal, Retail Operations, Procurement, Finance, and Accounting.

You will manage permit and license processes, CLM administration, vendor coordination with CT Corporation, and drive cross-functional projects with minimal supervision.

Formación

• Bachelor’s degree or equivalent practical work experience.
• 2 to 5+ years of experience in legal administration, property coordination, or project management.
• Experience with in-house legal tech platforms, CRE/retail operations, or as a law firm secretary.
• Proficient in G-Suite, Microsoft Office, and Adobe Acrobat.
• Experience with CLM software and Onit billing platform.
• Familiarity with CT Corporation licensing software is advantageous.

Responsabilidades

• Manage permit and license applications across retail stores and offices.
• Oversee secondhand dealer licenses and import/export regulatory compliance.
• Maintain compliance tracking and annual filings database.
• Ensure up-to-date regulatory knowledge across jurisdictions.
• Coordinate license research with external providers (CT Corporation).
• Schedule on-site inspections with stakeholders and authorities.
• Administer contract lifecycle management and metadata entry.
• Maintain confidential legal documents and filing systems.
• Assist attorneys with legal research and governance admin.
• Drive cross-functional projects and refine workflows.

Conocimientos

Integrity

Organizational skills

Interpersonal skills

Problem-solving

Communication

Educación

Bachelor’s degree or equivalent practical work experience

Herramientas

CLM software

Onit billing platform

G-Suite

Microsoft Office

Adobe Acrobat

Descripción del empleo

Job Location: San Francisco, CA (Remote Option available)

Job Type: Contract

Reports To: Associate General Counsel

Role Scope: Cross-functional legal operations & retail compliance

Key Stakeholders: Legal, Retail/Real Estate, Procurement, Finance & Accounting,

Hours and Location: 30-40 hours/week; fully remote or hybrid work option available

Job Description:

1. Position Summary

• We are looking for a highly motivated, detail-oriented, and organized self-starter to support our growing business, legal department, and retail operations across a wide array of matters. Serving as a key cross-functional liaison, this role manages core legal administrative functions such as: contract administration and reporting, while also overseeing retail permitting, licensing, and regulatory compliance across retail stores, luxury consignment offices, and authentication centers.
• This position offers significant autonomy and is ideal for an experienced administrative professional or paralegal looking to support an in-house legal team while driving key retail and operational projects across the finish line.

2. Key Duties & Responsibilities

• Permit & License Acquisition: Ensure prompt and accurate completion of applications, renewals, and supporting documentation for retail permits and business licenses across Luxury Consignment Offices (LCOs), retail storefronts, and authentication centers.
• Specialized Licensing Requirements: Work with internal stakeholders to oversee maintenance of secondhand dealer licenses, exotics and import/export regulatory compliance requirements.
• Entity Management: Oversee and maintain up -to-date compliance tracking and record keeping for company’s nation-wide annual filings.
• Regulatory Compliance: Maintain up-to-date working knowledge of local regulatory, and municipal licensing requirements across diverse jurisdictions; maintain permitting and licensing databases to ensure continuous compliance.
• Vendor & Partner Management: Direct external licensing service provider (CT Corporation) on license research; monitor vendor performance for accuracy and timely permit renewals across municipal and state jurisdictions.
• Inspection Coordination: Liaise with internal stakeholders, store operations, and local municipal authorities to schedule and coordinate necessary on-site property inspections.
• Legal Administrative Support & Contract Management
• Contract Lifecycle Management: Chief administrator for the company’s Contract LifecycleManagement (CLM), Concord Now: enter metadata, assist with formatting requests, compareredlines, process and distribute executed agreements effectively, run reports as requested, andfollow up proactively with business stakeholders to finalize contracts.
• File & Information Administration: Maintain electronic share files, manage legal department filing systems, and handle sensitive, proprietary, and highly confidential information with absolute discretion.
• Legal Research & Special Projects: Assist in-house attorneys with legal research projects, corporate governance administration, and other assignments as needed.
• Cross-Functional Collaboration & Project Operations
• Stakeholder Alignment: Act as a central communication bridge between internal departments (Legal, Retail Operations, Procurement, Finance, Accounting, Creative, Marketing, Sales etc.) And external entities, and government agencies as necessary.
• Process Refinement: Collaborate with the in-house attorneys, Legal Operations Manager and other business stakeholders to refine corporate workflow processes, document templates, and operational efficiencies.
• Project Driving: Rigorously track project deadlines, gather necessary documentation independently, and drive cross-functional initiatives across the finish line with minimal direct supervision.

3. Required Qualifications & Core Competencies

Education

• Bachelor’s degree or equivalent practical work experience.

Work Experience

• 2 to 5+ years of experience in legal administration, property coordination, corporate operations, or project management.

Preferred:

• Experience administering in-house legal technology platforms, in commercial real estate or retail operations, or as a law firm secretary, or legal assistant/paralegal.
• Proficient in G-Suite (Docs, Sheets, Slides), Microsoft Office, and Adobe Acrobat.
• Experience with Legal Tech tools (CLM software, Onit billing platform).
• Familiarity with licensing software/vendors (e.g., CT Corporation) is advantageous.

Core Competencies

• Impeccable integrity with a proven track record of handling sensitive and confidential information.
• Exceptional organizational skills with precise attention to detail and accuracy.
• Strong interpersonal and relationship-building skills across diverse organizational levels.
• Proactive, agile problem-solver capable of managing competing priorities in a fast-paced environment.
• Clear, concise, and professional written and verbal communication skills.

Travel & Working Conditions

• Occasional trips to UPS, and/or USPS to mail documentation, optional in-office (hybrid) work environment available depending on location.