Legal Operations Specialist

Toyota Material Handling; Columbus (IN); Hybrid; USD 65,440 - 83,895; Full time

Benefits offered by this job

Performance Bonus

Generous Paid Time Off

Affordable Medical plans

401(k) match up to 6%

Tuition Assistance Program

Onsite Fitness Center

Job summary

Toyota Material Handling is seeking a Legal Operations Specialist in Columbus, IN. This role supports the legal team's efficiency and financial management, overseeing relationships with outside counsel, budget allocation, and process improvements. The ideal candidate will have a Bachelor’s Degree, at least 2 years of relevant experience, and strong problem-solving skills. The position offers a hybrid work schedule and competitive salary ranging from $65,440 to $83,895, along with comprehensive benefits and potential relocation assistance.

Qualifications

• Minimum 2 years of project management or process improvement experience.
• Experience in a private law firm or corporate legal department is preferred.

Responsibilities

• Manage relationships with outside counsel including performance tracking.
• Oversee legal budgeting and provide financial analysis.
• Identify process improvements to enhance operational effectiveness.
• Administer the e-billing platform for legal billing operations.

Skills

Problem-solving skills

Critical thinking

Communication skills

Project management

Education

Bachelor’s Degree

Job description

Join our Team as a Legal Operations Specialist!

The Role

A key member of Toyota Material Handling’s legal team, this self‑starter will be a critical role in supporting the efficiency, financial management and strategic direction of the legal department. This role is responsible for managing relationships with outside counsel, including performance tracking and ensuring alignment with company expectations and legal strategies. It will oversee legal budgeting and provide financial analysis to the legal department. The successful candidate will manage outside counsel billing processes, including compliance with billing guidelines, accrual tracking and coordination through the legal department’s e‑billing platform. This person will contribute to the legal department’s strategic plan by identifying process improvements, tracking key performance metrics and driving initiatives that enhance operational effectiveness and value to the company. This is a hands‑on, detail‑oriented role focused on accuracy, consistency, and accountability in day‑to‑day operations. The role requires strong problem‑solving and critical thinking skills, with the ability to independently resolve routine issues and identify solutions without reliance on step‑by‑step direction. It is not purely an administrative role; it requires an ownership mindset and the ability to move work forward without continuous guidance.

What You’ll Be Doing

• Work cross‑functionally to build, implement, and execute effective strategies for the delivery of high‑quality legal services.
• Identify and implement process improvements, proactively addressing inefficiencies and resolving issues without requiring detailed direction. Own and administer the Legal Department budget, including development, tracking, forecasting, and variance analysis across attorneys, practice areas, matters, and outside counsel engagements.
• Manage budget allocation and spend accountability at the attorney and matter level, ensuring each attorney has visibility to budgets, accruals, forecasts, and spend trends for their respective matters and legal work streams.
• Serve as primary administrator and strategic owner of the e‑billing platform for all legal billing, reporting, and outside counsel invoice operations.
• Independently identify, investigate, and resolve routine billing, system, and data issues, escalating only when issues are complex or high‑risk.
• Oversee the full outside counsel invoicing lifecycle through the e‑billing platform, including invoice intake, review workflows, guideline compliance, approvals, dispute resolution, accruals, and timely payment processing.
• Develop and maintain reporting dashboards and analytics that translate spend data into actionable insights, enabling leadership to make informed decisions regarding resourcing, panel counsel usage, matter strategy, and cost control.
• Use data, benchmarking, and performance metrics to drive continuous improvement in legal operations, outside counsel management, and department financial performance.
• Implement and enforce with internal stakeholders and outside counsel legal billing best practices, including rate management, staffing optimization, budgeting accuracy, invoice review protocols, alternative fee arrangements, task code discipline, and adherence to outside counsel guidelines.
• Partner with attorneys and business leaders to identify opportunities for spend savings, improved service delivery, and higher‑quality work product from outside counsel.
• Lead vendor and outside counsel performance reviews using data‑driven scorecards focused on responsiveness, expertise, budget adherence, outcomes, efficiency, and value delivered.
• Prepare executive‑level budget summaries, forecasts, and recommendations for Legal leadership, supporting annual planning cycles and ongoing financial governance.
• Continuously evaluate processes and controls to enhance transparency, efficiency, and cost discipline across the Legal Department.
• Other special projects support as needed.

What We’re Looking For

• Bachelor’s Degree
• 2+ years of project management or process improvement experience, or experience in a private law firm or corporate legal department.

What Sets You Apart

• Strong problem‑solving, critical thinking, and sound judgment skills.
• Self‑motivated team player who thrives in fast‑paced, high‑volume environments.
• Excellent verbal and written communication and collaboration skills.
• Able to work independently with minimal oversight, manage multiple priorities effectively, and maintain a process‑oriented approach.

Where And When You’ll Work

• Enjoy the best of both worlds with a hybrid schedule—collaborate in person at our Columbus, IN office and work remotely on Thursdays and Fridays.

Salary

$65,440 - $83,895 per year. Compensation depends on the selected candidate’s education and experience.

Relocation

This role may be eligible for relocation assistance.

World Class Benefits

• Competitive Salary
• Performance Bonus
• Generous Paid Time Off and 13 Paid Holidays
• Affordable Medical plans and no‑cost Dental & Vision options
• 100% 401(k) match up to 6%
• Company‑Paid Life Insurance, Short‑Term Disability, and Long‑Term Disability
• Tuition Assistance Program
• Employee Assistance Program (EAP) with access to mental health care, legal support, and financial guidance
• Recognition and Kaizen (continuous improvement) Reward Programs
• Meaningful opportunities for personal and professional development
• Onsite Fitness Center & Occupational Health Clinic