File Clerk & Administrative Coordinator

Retail and Dining Positions•Atlanta, GA

14h

About The Position

The File Clerk and Administrative Coordinator is a highly organized and detail-oriented team player who will provide first line operational support to the legal department of a fast-paced organization operating in complex environment(s). This person’s primary focus will center on legal/compliance operations and administrative support, including corporate budget/expense management, corporate recordkeeping/contract management, regulatory and corporate compliance, general licensing support, and intake management. S/he will contribute as a valued member of a team focused on excellence and customer service. The ideal candidate is an organized self-starter motivated to work both independently and with a team.

Requirements

3+ years of experience in office/ department administration
College degree (bachelors or associates) preferred
Excellent organizational skills, initiative, intuitiveness, detail orientation, responsiveness, interpersonal skills, sensitivity to confidential information, and a can-do attitude
Superior interpersonal skills to effectively communicate with internal and external parties
Demonstrate attention to detail with strong prioritization and organizational skills to maximize efficiency, ensuring deadlines are met
Strong problem-solving, analytical and decision-making skills
Demonstrate ability to handle confidential and sensitive information
Microsoft Office (Word, Outlook, Excel, PowerPoint), Adobe, legal research, and strong computer skills

Responsibilities

Drive corporate compliance initiatives of General Counsel and other legal personnel to ensure compliant corporate minute books, complete corporate records and access to other compliance repositories.
Serve as contract lifecycle management database (Conga) Subject Matter Expert (SME) on behalf of legal team, supporting Director of Enterprise Risk and Contracts Administrator Conga audit and owning remedial efforts.
Conduct audits of HighQ matter management record of truth for accuracy and necessary updates weekly.
Conduct additional ad hoc auditing of records/systems/documents as necessary.
Own compilation and quality control of expense reporting, ensuring accurate Cost Code allocations appropriate JV / store level cost center.
Handle to completion all Licensing check requests and escalated ACH/ Wires/ CC payments to drive associated savings from late and credit card fees.
Own invoice tracking to Self Insured Retention (SIR) limits and reconciliation of Legal Tracker budget/case assessment submissions for risk workstream.
Review weekly/ monthly exception reports for verification and revision.
Create/ own system for tracking various Compliance and Licensing timelines, follow-ups and managing of critical dates.
Facilitate licensing team with management of inspections to ensure visibility for all corporate and field stakeholders.
Assist Compliance team with managing pertinent Enterprise Risk milestones, remediation plan updates, and touch base meetings to ensure timely preparation of key deliverables.
Own administrative work (e.g., coordinating, auditing calendar invites for meeting dates/ invitees, addition of new entities to tracker(s), general tracker maintenance and clean up from field inputs, etc.) associated with the company’s voluminous JV entities/ partners.
Maintain maintenance of and preparation for “rollup tracker” quarterly meetings with operations leaders to ensure comprehensive compliance in JV and ACDBE matters.
Support Licensing team with various administrative tasks including but not limited to gathering and handling of documents for stakeholders, securing and circulating digital copies and saving in secondary back-up location.
Handle intake of licenses and related documentation via mail and ensure appropriate distribution within legal department (and company, as necessary) for handling.
Assist with the maintenance of License Pro system and ensure all licenses are properly entered/tracked/maintained.
Facilitate developing and maintaining policies and procedures for Licensing Compliance software, along with custom “Renewal Instructions” for internal license personnel, within each state/county/city based on independent research of requirements.
Complete other administrative duties required as part of the licensing process, including but not limited to the distribution and filing of license copies.
Assist with legal tracker workflow and invoices on behalf of licensing team, including assistance with matter creation from engagement letters and creation of reporting.
Maintain Continuing Legal Education tracking and systems spreadsheet(s), including details of memberships, renewals and subscriptions.
Maintain and periodically update access to critical mailboxes (e.g. privacy, legal notice) and other legal distribution lists.
Own the ongoing maintenance of a document intake and routing guide(s) to ensure appropriate intake, handling, and routing of documents with legal implications (e.g. tax documents, health notices, D&C documents, lien documents).
Intake all legal documents and process according to legal standard operating procedures.
Maintain Legal Hub with respect to updated tools and access points to drive efficiency.
Take lead on training and onboarding any new Legal team members.
Provide first line support with respect to voluminous inquiries to the legal department from business partners, either providing resources/answers directly or providing direction to the appropriate legal resource for support.
Support and assist staff with various special projects, administrative items, corporate compliance, and reporting.