Legal Services Coordinator

Overview

The Legal Operations Coordinator supports the Legal Team by managing workflows, coordinating legal processes, and optimizing systems and tools to enhance efficiency. This role provides litigation support, manages third-party requests, tracks legal spend, and supports risk management activities. The Coordinator leverages technology, including Microsoft Copilot and various legal systems, to streamline operations and facilitate the efficient delivery of legal services across departments and managed entities.

Responsibilities

Legal Operations & Technology

• Learn and implement new technologies to improve workflows and maximize efficiency, including utilizing Microsoft Copilot
• Design, streamline, and manage workflows in existing and new legal technologies such as Ironclad and Microsoft Forms
• Provide training to users on legal systems, tools, and workflows

Litigation & Legal Processes

• Manage and report legal service of process to the Legal Team
• Update and maintain the litigation tracker and open files for new litigation matters
• Prepare litigation hold memoranda
• Gather, organize, and securely transmit documentation to outside counsel

Compliance, Financial & Risk

• Track third-party requests such as garnishment orders, subpoenas, and requests for video
• Prepare document production as needed
• Review outside counsel engagement letters
• Track outside counsel spending against the legal budget
• Manage payment requests for settlement of claims
• Report on economic trends for the Legal Team
• Support the organization’s risk management and insurance program daily
• Work closely with the insurance broker to obtain Certificates of Insurance
• Prepare and submit annual renewal applications for insurance

Administrative Support

• Interact with internal departments, health system partners, and managed entities to route issues appropriately
• Plan and schedule Legal Team meetings and events; maintain the team calendar
• Prepare and format form documents in Microsoft Word (contracts, policies, etc.)
• Prepare and mail hard copy documents as needed
• Perform other tasks and projects as assigned

Requirements

Education

• High school diploma or equivalent, required

Experience

• Minimum 2 years supporting an executive management team in a law firm or in-house legal department

Skills and Knowledge

• Experience with legal operations systems (e.g., contract, litigation, risk, billing platforms)
• Knowledge of legal workflows, standard operating procedures, and document organization practices
• Proficiency in Adobe Acrobat Pro and Microsoft 365 (Word, Excel, PowerPoint, Teams, Forms, Copilot)
• Understanding of legal billing systems and spend tracking
• Ability to prepare and format legal correspondence, contracts, court filings, and internal documents
• Experience handling and safeguarding highly confidential information
• Strong document and workflow management skills
• Critical thinking and problem-solving abilities
• Strong time management and prioritization skills in a fast-paced environment
• Effective communication skills across email, phone, and messaging
• High attention to detail and organizational skills
• Ability to adapt to new technologies and collaborate with IT
• Excellent judgment and interpersonal skills; superior written and spoken communication, grammar, and spelling

Preferred Qualifications

• Certifications such as PACE (American Society of Administrative Professionals) or CAP (Certified Administrative Professional)
• Microsoft Office Specialist Certification
• Microsoft Certification: AI Business Professional
• Associate’s or Bachelor’s Degree in Business Administration, Communications, or Pre-Law Studies
• Proficiency with applications such as Ironclad, Workday, DocuSign, Visual Lease, Zendesk, BrightFlag
• Notary Public license

Physical Requirements

• Fully remote position, primarily performed from a home office in a climate-controlled setting
• Role involves typing and may require lifting, carrying, pushing, or pulling materials up to 25 lbs
• Duties typically involve sitting, standing, walking, frequent position changes, and frequent on-camera conference calls
• Travel may be required, including between company locations and out-of-town destinations, estimated at less than 5%
• May require use of safety equipment for infection prevention

Equal Employment Opportunity

The organization and its affiliates are Equal Opportunity Employers and do not discriminate based on race, color, religion, national origin, age, sex, disability, veteran status, sexual orientation, gender identity, or any other protected status under federal, state, or local law.

Accommodation

Reasonable accommodations are available for qualified individuals with disabilities upon request. Success in this role is defined by achieving essential function outcomes, not by the method of completion.

Compliance

This role will be performed in compliance with ADA, FMLA, FLSA, and other applicable federal, state, and local employment laws.