Legal Administrator

Kirby Corporation•Houston, TX

About The Position

This role provides advanced administrative and operational support to the Legal Department, including attorney support and insurance administration. The position is responsible for coordinating legal and compliance‑related activities, managing documentation and vendor processes, and supporting the effective and compliant operation of legal and insurance functions.

Requirements

Proficiency in Microsoft Office and legal software.
Familiarity with legal research tools and case management systems is beneficial.
Must be fluent in English.
Excellent planning, organization, and multitasking skills.
The ability to prioritize tasks and manage time effectively is crucial.
Strong written and verbal communication skills.
The ability to draft clear and concise legal documents and correspondence is essential.
High level of accuracy and attention to detail. This is critical for ensuring that all legal documents are error-free and comply with legal standards.
Ability to handle sensitive information with discretion. Maintaining client confidentiality and adhering to ethical standards is paramount.
High school diploma or equivalent, required.
10+ years of experience working within a legal department, preferably within a larger corporate structure.

Nice To Haves

Working knowledge of Spanish a plus.
Associate or bachelor’s degree, preferred.
Certification(s) with Professional Legal Secretary/Certified Legal Professional (PLS/CLP), or the Accredited Legal Professional (ALP), preferred.
Notary public, preferred.

Responsibilities

Provide advanced administrative and operational support to assigned attorney(s), including calendar management, document coordination, meeting logistics, and correspondence.
Prepare, format, and coordinate legal and contractual documentation, including intellectual property proof of use, subpoena responses, litigation holds, demand letters, cease‑and‑desist letters, and document productions.
Conduct legal and business research, including bankruptcy searches, and assist with drafting proof of claims and related filings.
Coordinate and track compliance activities, including employee and vendor anti-corruption training, monitoring completion, and preparing summary reports for stakeholders.
Manage legal records, projects, and calendars to ensure efficient departmental operations, including maintaining organized physical and electronic filing systems.
Coordinate vendor and third‑party vetting activities, including documentation review and reporting status updates to internal stakeholders.
Process, track, and manage legal invoices using Legal Tracker and/or other legal management tools, ensuring accuracy and compliance with internal procedures.
Support the insurance function by reviewing insurance documentation, coordinating certificates of insurance (COIs), and responding to internal and external requests.
Serve as a point of contact with insurance representatives and maintain approved supplier information within the Oracle database.
Coordinate vendor onboarding activities to ensure required business procedures are completed.
Monitor vendor compliance with Master Service Agreement (MSA) requirements and escalate issues as appropriate.