Coordinator, Legal Operations

KeHE Distributors, LLC•Naperville, IL

About The Position

The Legal Operations Coordinator serves as the operational backbone of KeHE’s Legal team. The role manages legal intake, matter management, contract lifecycle management, departmental metrics, legal technology and automation initiatives, and administrative coordination. The coordinator collaborates with attorneys, cross-functional business partners, and outside counsel, while building efficient workflows and maintaining accurate data and systems. All actions are expected to align with KeHE’s Mission, Vision, and Values.

Requirements

High school diploma or GED required.
At least 3 years of operational or administrative experience within a corporate legal department, law firm, or professional services setting.
Proficiency with legal technology platforms such as CLM, matter management, or e-billing software.
Familiarity with modern AI tools, such as generative AI assistants, AI-powered contract analysis, or automated workflow builders, and enthusiasm for using AI to improve departmental efficiency.
Proficiency with Microsoft Office, including SharePoint, Teams, and Outlook; advanced knowledge of Microsoft Word and Microsoft Excel or Google Sheets, including pivot tables and reporting dashboards.
Strong organizational skills and attention to detail, with an inclination toward standardizing processes and tracking details.
Excellent written and verbal communication skills, including comfort asking business sponsors clarifying questions before routing requests.
Problem-solving and self-starting ability, including anticipating administrative and workflow bottlenecks and taking action.
Integrity and discretion when handling strictly confidential and sensitive information.

Nice To Haves

Bachelor’s degree in Business Administration, Business Management, or a related field.
Paralegal certificate or Legal Operations certification, such as CLOC.

Responsibilities

Administer matter management and Contract Lifecycle Management processes, including configuring intake workflows, routing rules, and user permissions and ensuring data integrity.
Process, code, and audit outside counsel and vendor invoices against billing guidelines; reconcile budgets; and prepare monthly and quarterly legal spend reports.
Generate recurring department performance metrics, including matter volume, cycle times, contract turnaround times, workload distribution, and outside counsel spending.
Maintain the department’s SharePoint and Teams architecture, document management protocols, and digital file organization.
Serve as the first point of contact for company-wide legal inquiries; review, log, and categorize requests.
Evaluate intake requests against established thresholds and criteria, such as contract value, counterparty, and urgency, and assign them to appropriate legal or compliance personnel.
Track active matters, manage aging items, and send proactive deadline reminders to internal stakeholders.
Maintain the litigation hold log, issue attorney-drafted hold notices, and monitor custodian acknowledgments.
Coordinate administrative engagements, conflict checks, and retainers with external law firms.
Coordinate meetings, depositions, mediations, and executive calls across multiple time zones.
Administer department subscriptions, including legal research tools, CLM licenses, and AI utilities, as well as office supplies.
Facilitate onboarding for new department team members, including system access, orientation materials, and equipment coordination.
Perform other duties and projects as assigned.