Legal Operations Coordinator

Overview

The organization is seeking a Legal Operations Coordinator to support the legal function as an organizational backbone. Reporting into the Contracts Manager and working closely with the legal team, this role will own the compliance calendar, multi-state permitting and licensing pipeline, and the systems that keep the department running on schedule.

This position is Remote (U.S. based; must be available to work PST hours).

Responsibilities

Corporate Compliance & Entity Management

• Maintain registered agent coverage across all jurisdictions and ensure service of process is routed correctly and immediately.
• Track annual report and franchise tax deadlines for every entity, prepare filings, and confirm good standing.
• Build and own a single compliance calendar for recurring legal and regulatory deadlines, including reminders well before due dates.
• Flag upcoming risks, lapses, or unusual jurisdictional requirements to the General Counsel and Contracts Attorney before they become urgent.

NDA & Document Execution

• Prepare, issue, and execute template NDAs; route anything non-standard to the Contracts Attorney for review.
• Support client documentation as a secondary contact for direct-client contract paperwork, direct-client NDAs, and homeowner association communication.
• Run documents through e-signature and follow up until fully executed and filed.
• Provide backup support across contract creation, redlines, and change orders as workload demands.

Knowledge Management & Reporting

• Design and maintain legal file structure, naming conventions, and permissions so documents can be found quickly.
• Produce regular, accurate status updates on contracts, filings, licenses, and permits for the legal team and business stakeholders.
• Create and maintain trackers, dashboards, and workflows to provide departmental visibility without manual chasing.
• Identify repetitive work and propose automation, templates, or process changes to free the team for higher-value work.

Licensing & Permitting

• Research, track, and complete contractor license applications and renewals across every state where the organization operates or plans to operate.
• Research jurisdictional permit requirements, prepare and submit applications, and track status through approval.
• When entering a new state or municipality, determine licensing and permitting requirements and build a plan to secure them.
• Coordinate with Construction Operations so field teams know which jurisdictions are cleared to work in.

Requirements

Must-Have

• 2+ years of experience in legal operations, paralegal support, compliance, permitting, contract administration, or a closely related function.
• Demonstrated ownership of recurring deadlines with a track record of nothing slipping.
• Comfort navigating government/agency portals, filing requirements, and application processes.
• Highly organized with a systems-builder mindset (create the tracker rather than asking for one).
• Excellent written communication and professional correspondence with agencies and external parties.
• Proficiency with Google Workspace and/or Microsoft Office and e-signature platforms such as DocuSign or Adobe Sign.
• Sound discretion and judgment handling confidential and sensitive information.
• Self-directed and dependable in a remote-first environment.
• Strong follow-through, including politely persisting until an answer is received.

Nice-to-Have

• Experience with contractor licensing or building permits in western U.S. states (California, Colorado, Washington, Wyoming, Oregon, Montana, Idaho, etc.).
• Paralegal certificate or Bachelor’s degree in legal studies, business, public administration, or a related field.
• Experience with registered agent services (CT Corporation, CSC, Registered Agents Inc., or similar).
• Familiarity with contract lifecycle management (CLM) or matter management systems.
• Experience in high-growth startups, construction, field services, or climate tech.
• Proficiency with workflow and tracking tools such as Airtable, Asana, Monday.com, or Notion.
• Exposure to corporate entity management across multiple states.

Compensation & Benefits

• Competitive salary: $60,000 - $75,000 (DOE)
• Company-provided cell phone and laptop
• Medical, Dental, and Vision Insurance
• 401(k) retirement plan
• Flexible time off + 14 paid holidays (birthday included)
• Work-from-home stipend to support a remote setup
• Remote-first work environment
• Company-provided equipment

Location

• Remote (U.S. based; must be available to work PST hours)

Background Check Requirement

Employment is contingent on successful completion of comprehensive background checks, typically covering the past 7–10 years, and may include employment and education verification. For roles requiring field work, driving record verification is also required.