Paralegal and Operations Coordinator

iSpring Water Systems; Cumming (GA); On-site; USD 52,000 - 68,000; Full time

Job summary

iSpring Water Systems, LLC is seeking a detailed Paralegal and Operations Coordinator to support the company’s legal and business operations. This role serves as a central point coordinating with leadership, internal departments, outside counsel, insurers, brokers, property managers, vendors, and partners.

The successful candidate will maintain legal records, monitor deadlines, draft routine documents, collect supporting evidence, and manage multiple priorities in a fast-paced environment.

Qualifications

• Associate degree or higher; paralegal certificate preferred.
• Strong business-writing, proofreading, and document-management skills.
• Excellent organization and attention to detail.
• Ability to manage multiple matters with limited supervision.

Responsibilities

• Organize and maintain electronic files for legal, insurance, employment, real estate, compliance, and IP matters.
• Maintain timelines, evidence logs, contact lists, indexes, and matter-status summaries.
• Manage centralized calendar for claims, leases, trademarks, insurance, filings, renewals, deadlines.
• Track outstanding documents, assignments, and follow-up items.
• Coordinate updates and document exchanges among internal and external partners.
• Prepare status reports with developments, outstanding items, and next steps.

Skills

Business writing

Proofreading

Document management

Deadline tracking

Organizational skills

Multitasking

MS Office

PDF software

E-signature tools

Online research

Confidentiality

Professional communication

Education

Paralegal certification or degree

Tools

Microsoft Office

PDF software

Electronic signature platforms

Online research tools

Job description

Reports To: Executive and Operations Leadership; works closely with outside counsel

Position Summary

Company: iSpring Water Systems, LLC

Location: Cumming, Georgia

Work Arrangement: Full-time, on-site

Reports To: Executive and Operations Leadership; works closely with outside counsel

Position Summary

iSpring Water Systems is seeking a detail-oriented and highly organized Paralegal and Operations Coordinator to support the company’s legal and business operations.

This position serves as a central point of coordination among company leadership, internal departments, outside counsel, insurance professionals, brokers, property managers, vendors, and other external partners.

The Paralegal and Operations Coordinator will maintain legal records, monitor deadlines, prepare routine correspondence and initial document drafts, collect supporting evidence, coordinate follow-ups, and maintain accurate matter files. The ideal candidate combines strong legal-support skills with practical business judgment, excellent follow-through, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Legal Operations and Matter Management

• Organize and maintain electronic files for legal, insurance, employment, real estate, compliance, and intellectual property matters.
• Maintain timelines, evidence logs, contact lists, document indexes, and matter-status summaries.
• Manage a centralized calendar for claims, leases, trademarks, insurance matters, corporate filings, demand letters, renewals, and response deadlines.
• Track outstanding documents, assignments, and follow-up items.
• Promptly escalated approaching deadlines and unresolved issues.
• Coordinate factual updates and document exchanges among internal stakeholders and external parties.
• Prepare clear status reports identifying developments, outstanding items, responsible parties, and recommended next steps.
• Develop and maintain consistent procedures for file naming, document retention, approvals, signatures, and matter tracking.

Contracts and Business Documents

• Review contracts and other business documents for completeness, consistency, required attachments, signature blocks, and approval status.
• Route agreements for internal review, legal review, approval, and electronic signature.
• Maintain records of executed agreements, amendments, expiration dates, renewal dates, notice requirements, and other key obligations.
• Prepare initial drafts of routine agreements, notices, summaries, document requests, and business correspondence for management or attorney review.
• Monitor contract deadlines and coordinate timely renewal, termination, or amendment decisions.

Claims, Disputes, and Insurance Matters

• Collect and organize emails, invoices, photographs, transaction records, policies, leases, reports, and supporting documentation.
• Assist with insurance claims, subrogation demands, product-related complaints, vendor disputes, and landlord-tenant matters.
• Prepare claim summaries, factual timelines, evidence packages, and document-production sets.
• Communicate professionally with insurers, adjusters, brokers, claimants, vendors, property managers, and outside counsel regarding routine status updates and documentation requests.
• Track settlement documents, releases, dismissals, payments, deductibles, and claim-closure confirmations.
• Preserve relevant evidence and maintain complete, accessible records for active and closed matters.

Employment and Immigration Support

• Maintain confidential employment, personnel, and immigration-support records in coordination with HR, management, and outside counsel.
• Gather employee information and prepare document packages for employment and immigration matters.
• Track filing deadlines, document requests, case milestones, and required follow-ups.
• Protect sensitive employee and company information in accordance with applicable policies and confidentiality requirements.

Intellectual Property and Compliance Support

• Support trademark, domain-name, and other intellectual property matters by preserving evidence, maintaining records, and tracking filing deadlines.
• Coordinate applications, renewals, responses, and supporting documentation with outside counsel.
• Conduct factual and procedural research using reliable sources and prepare concise summaries without providing legal advice.
• Help maintain corporate, licensing, policy, regulatory, and compliance records.
• Prepare organized document sets for audits, filings, investigations, and attorney review.

Administrative and Operational Coordination

• Schedule legal and claims-related meetings, prepare agendas, and document action items.
• Proofread documents for accuracy in names, dates, amounts, addresses, references, and attachments.
• Process and track legal invoices, filing fees, settlement payments, insurance deductibles, and related expenses.
• Improve templates, trackers, checklists, and workflows for recurring legal and compliance matters.
• Perform additional legal-support and operational duties as assigned.

Required Qualifications

• Associate degree, bachelor’s degree, paralegal certificate, or an equivalent combination of education and relevant experience.
• Strong business-writing, proofreading, document-management, and deadline-tracking skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple active matters and changing priorities with limited supervision.
• Proficiency with Microsoft Office, spreadsheets, PDF software, shared drives, electronic-signature platforms, and online research tools.
• Ability to handle confidential and sensitive information with discretion.
• Sound judgment and the ability to communicate professionally with attorneys, executives, employees, insurers, vendors, and other external parties.

Preferred Qualifications

• Two or more years of experience in a paralegal, legal assistant, contracts, claims, compliance, or comparable administrative position.
• Experience supporting an in-house legal department or a small-to-midsize business.
• Experience with commercial contracts, insurance claims, real estate and leases, employment matters, immigration support, trademarks, e-commerce, or consumer products.
• Experience maintaining legal calendars, matter-management systems, contract trackers, or compliance records.
• Familiarity with electronic discovery, document preservation, or litigation-support procedures.

What Success Looks Like

• Accurately record, monitor, and communicate legal, contractual, and compliance deadlines.
• Maintain complete, current, searchable, and consistently organized matter files.
• Prepare drafts requiring minimal correction to grammar, names, facts, dates, amounts, and attachments.
• Gather and deliver supporting documentation accurately and on time.
• Provide stakeholders with timely status updates, clearly assigned responsibilities, and practical next steps.
• Help agreements, claims, and other matters progress efficiently through follow-up and closure.
• Handle confidential information appropriately and securely.

Benefits

• Competitive salary
• Performance-based and year-end bonus opportunities
• Medical, dental, and vision insurance
• Paid time off, sick leave, and company holidays
• 401(k) plan with employer contributions and profit-sharing opportunities
• Defined-benefit retirement plan, subject to eligibility
• Professional-development and career-growth opportunities
• Quarterly company-paid team-building activities
• Supportive, collaborative, and team-oriented work environment
• H-1B sponsorship consideration for qualified candidates

Equal Employment Opportunity

iSpring Water Systems is an equal opportunity employer. Employment decisions are based on qualifications, merit, performance, and business needs without unlawful discrimination. Reasonable accommodations are available to qualified applicants and employees as required by applicable law.