Experienced Business Operations Specialist

Boeing • Arlington, VA

10d

About The Position

Experienced Business Operations Specialist Company: The Boeing Company Boeing’s Law and Global Compliance organization is seeking an Experienced Business Operations Specialist to support our Legal Spend and Matter Management team. Under the guidance of Boeing attorneys, this position provides critical support for tracking and processing outside counsel spending among other responsibilities. This position can be located in Arlington, VA; Berkeley, MO; Renton, WA; Seattle, WA; or Tukwila, WA. The Business Operations Specialist will contribute to matter management, data analysis, reporting, and process improvement to ensure efficient and effective support of sensitive matters across the enterprise. The role requires strong analytical and research skills, proficiency with developing and maintaining data reporting dashboards. Other duties include monitoring the rates mailbox, assisting with matter questions, performing data extraction and reporting, and providing system quality control. Additionally, the Business Operations Specialist will handle expedited firm payments, resolve invoice and payment issues, onboard new firms, review agreements for compliance and audits, manage firm changes, conduct year-end audits and accruals, oversee engagement letters, manage timekeeper rates and audits, and perform reconciliation and variance analyses. Training responsibilities include creating instructional materials, templates, training new hires as well as providing refresher sessions and resource development. Other tasks include establishing charge lines, supporting risk management invoice production, assisting with forecasts and budgets, preparing allowability reports, handling deviation requests, and monitoring finance mailboxes. System administration duties encompass responding to audits, assisting with access control policies, updating user access, resolving technical issues with payment systems, coordinating with enterprise teams and external suppliers, managing password resets, and updating practice group information.

Requirements

• 1+ years of experience with legal spend management within a corporate law environment or similar function.
• Proficiency with Passport including complex matter, firm, and timekeeper management.
• Strong analytical skills with ability to interpret data, prepare reports for executive review and present findings clearly.
• Excellent written and verbal communication skills.
• Proven organizational skills, with ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Experience with dashboard development and maintenance, document management, and process improvement.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and ability to learn new systems quickly.
• Ability to work independently and collaborate effectively with leadership, colleagues, clients, and cross-functional teams.
• Demonstrated ability to maintain confidentiality and handle sensitive matters with integrity.

Nice To Haves

• Ability to develop and maintain reporting dashboards and provide data-driven insights.
• Strong project management skills and proven experience implementing process improvements.

Responsibilities

• Matter Management
• Monitor rates mailbox
• Assist with matter questions/issues
• Perform data extraction and prepare data reports
• Provide quality control reviews to ensure inclusion of all required information
• Firms Management
• Expedite payments and support payment deviation requests
• Respond to invoice questions and issues to facilitate payment processing
• Perform manual invoices
• Onboard new outside counsel firms
• Review outside counsel agreements for compliance, and support finance audits
• Support firm name and address changes as well as mergers
• Year End Audit of Suppliers - audit of firms with manual submission to e-billing
• Serve as an outside counsel engagement letter specialist
• Support year end accruals and reversals
• Coordinate with timekeepers regarding rates, updates and system portal access
• Serve as a second audit report reviewer, update invoices accordingly
• Conduct timekeeper and rate variance analysis and annual firm updates
• Prepare reconciliation reports; analyze invoice data for monthly/annual audits
• Assist with outside counsel spending forecast & budget updates
• Prepare monthly allowability reports
• System Administration
• Respond to internal audits and questions
• Grant user access, update system users, assist with password resets
• Support technical issues
• Interface with external vendors
• Training
• Create instruction guides for instruction on processes for changes in Passport
• Create templates in group mailbox for resource for system admins
• Provide training for all new employees and periodic refresher training

Benefits

• At Boeing, we strive to deliver a Total Rewards package that will attract, engage and retain the top talent. Elements of the Total Rewards package include competitive base pay and variable compensation opportunities.
• The Boeing Company also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health insurance, flexible spending accounts, health savings accounts, retirement savings plans, life and disability insurance programs, and a number of programs that provide for both paid and unpaid time away from work.
• The specific programs and options available to any given employee may vary depending on eligibility factors such as geographic location, date of hire, and the applicability of collective bargaining agreements.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed