Legal Operations and Litigation Support Specialist

Overview

This Legal Operations and Litigation Support Specialist supports the Legal Department with legal and compliance-related duties. Responsibilities include day-to-day administrative support, contract and matter records management using workforce/contract lifecycle tools, and assistance to legal counsel across litigation support and legal operations workflows.

The role requires strong organization and the ability to thrive in a fast-paced, high-volume environment while remaining flexible, proactive, resourceful, and professional—often working under time-sensitive conditions.

Responsibilities

• Manage and administer the contract lifecycle management program, including assisting with contract review workflows and monitoring required approvals and deadlines.
• Organize and maintain internal matter files, ensuring documents are up-to-date and easily accessible.
• Coordinate with internal departments to support timely processing of legal documents.
• Provide general support for outside counsel management, including onboarding new law firms, reviewing invoices, and resolving billing discrepancies.
• Prepare, revise, and finalize litigation documents, correspondence, and agreements with careful attention to format, grammar, and accuracy.
• Manage service-of-process workflow by receiving, logging, and routing subpoenas, summonses, complaints, garnishments, and other legal notices; coordinate with internal stakeholders and outside counsel; and track response requirements and deadlines through resolution.
• Assist with eDiscovery matters using Microsoft Purview, including implementing legal holds, identifying and preserving potentially responsive data, coordinating collections, maintaining matter records, and supporting document review and production activities under the direction of legal counsel.
• Conduct quality control reviews of legal documents, track matter progress, and support compliance with applicable litigation and regulatory requirements and deadlines.
• Develop and manage department SharePoint sites to improve capturing and sharing of departmental information.
• Complete ad hoc and special projects as assigned, ensuring timely completion and high-quality results.

Key Performance Indicators (KPIs)

• Contract Lifecycle SLA compliance within established timelines.
• Route complete contract requests and legal documents to the appropriate reviewer within one business day, subject to matter urgency.
• Ensure no missed legal or contractual deadlines attributable to failure to properly log, route, escalate, or monitor matters.
• Maintain organized and complete matter files in compliance with departmental file-management standards.
• Prepare legal documents and correspondence with correct formatting, grammar, dates, names, version control, and supporting documentation.
• Complete assigned legal hold, preservation, collection, and document-production activities within established matter timelines and promptly escalate identified risks.
• Acknowledge internal legal-support requests within one business day and provide timely status updates.
• Complete assigned projects by agreed deadlines and promptly communicate anticipated delays or risks.
• Recommend or implement at least two meaningful Legal Department process improvements annually.
• Consistently comply with confidentiality, privilege, information-security, access-control, and records-retention requirements.
• Timely implementation and management of legal holds, data preservation, and discovery requests.

Requirements

• Bachelor’s degree.
• Minimum of four years of experience working as a paralegal or in a legal operations, legal project management, compliance, or administrative role.
• Hands-on experience with Ironclad or a similar CLM platform is required.

Preferred Qualifications

• Demonstrated experience with litigation and the claims management process.
• Experience implementing legal holds and managing UCC liens and subpoenas.
• Experience supporting eDiscovery matters using Microsoft Purview or a comparable platform.
• Familiarity with legal holds, custodian management, data collection, and document-production workflows.

Factors Critical to Success

• Strong attention to detail and organizational skills.
• Excellent communication skills, patience, and the ability to handle confidential information with discretion.
• Ability to multitask and prioritize duties.
• Ability to work in a very fast-paced work environment.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to use hands and fingers for data entry, typing, and document handling.
• Occasional standing, walking, and bending to access files or office equipment.
• Ability to lift up to 15 lbs occasionally (e.g., files, binders, office supplies).
• Ability to communicate clearly in person, over the phone, via Teams meetings, and via email.
• Evening and weekend hours may be required from time to time to meet business needs or time-sensitive legal deadlines.