Legal and Contracts Operations Specialist

Aleut Career•Reston, VA

3d•Hybrid

About The Position

The Legal and Contracts Operations Specialist is an experienced, hands-on individual contributor providing broad paralegal and legal operations support across Aleut Federal and its affiliated entities. The role serves as a central resource for outside counsel administration, legal spend management, matter tracking, corporate governance, entity records, contract and transaction support, claims and disputes, legal research, and legal file management. A principal focus is bringing discipline, transparency, and financial control to outside counsel engagements through management of engagement documentation, budgets, invoice review, accruals, spend reporting, payment coordination, and supporting records. The specialist provides flexible support for complex or time-sensitive legal and contractual matters under the direction of the General Counsel, another licensed attorney, or designated Legal leadership. The position requires independent judgment in managing assignments, identifying issues, protecting confidential and privileged information, and escalating matters that require attorney review. The role does not provide independent legal advice. Work is generally performed indoors in a professional office or home-office environment. This is a hybrid position, with work performed remotely or onsite according to business needs. Occasional travel may be required for company meetings, outside counsel meetings, hearings, closings, training, or professional development. Salary range is $85,000 to $100,000. Resumes will be accepted until December 11, 2026, or until the position is filled.

Requirements

Seven or more years of progressively responsible experience as a corporate paralegal, senior paralegal, legal operations specialist, or comparable legal support professional.
Direct experience managing outside counsel invoices, matter budgets, accruals, spend reporting, and billing guideline compliance.
Demonstrated experience with corporate governance, entity maintenance, board or officer actions, annual filings, and corporate record books.
Experience supporting contract review, drafting, redlining, execution, and post-signature obligation tracking.
Ability to build reliable legal intake, matter-tracking, calendaring, approval, reporting, and file-management processes.
Strong command of outside counsel engagement terms, invoice review, accruals, budgets, forecasting, variance analysis, and spend reporting.
Ability to maintain entity records and coordinate recurring filings, approvals, resolutions, minutes, and organizational actions.
Ability to research, draft, redline, compare, organize, and track legal and contractual materials under attorney direction.
Ability to manage multiple matters, deadlines, stakeholders, and workstreams from intake through closure.
Ability to identify material issues, distinguish administrative work from attorney judgment, and escalate promptly.
Ability to reconcile financial and matter data, identify inconsistencies, analyze trends, and produce decision-ready reporting.
Must be able to remain in a stationary position for prolonged periods, perform repetitive tasks or motions for prolonged periods, and communicate and exchange information effectively in person and electronically.

Nice To Haves

Bachelor's degree in paralegal studies, legal studies, business administration, or a related field.
Associate degree or paralegal certificate combined with significant directly relevant experience may substitute for a bachelor's degree.
Paralegal certificate from an ABA-approved or otherwise recognized program.
Continuing education in corporate governance, legal operations, contract administration, e-billing, litigation support, or records management.
Experience supporting an in-house legal department or serving as the primary paralegal or legal operations resource for a multi-entity organization.
Experience supporting claims, disputes, investigations, litigation, legal holds, discovery, or insurance matters.
Experience supporting acquisitions, divestitures, reorganizations, due diligence, closing activities, or other corporate transactions.
Experience in a federal contractor, regulated company, Alaska Native Corporation, or other complex multi-entity enterprise.
Experience with legal e-billing or matter-management systems, SharePoint, contract repositories, electronic signature platforms, and advanced Microsoft Excel.

Responsibilities

Coordinate legal matter intake, triage, assignment, status tracking, documentation, and closure across multiple entities and business units.
Create and maintain matter inventories, procedures, calendars, reports, dashboards, meeting records, and action tracking.
Administer outside counsel engagements, including engagement documentation, matter numbers, approved staffing and rates, budgets, billing guidelines, and scope changes.
Review legal invoices for accuracy, proper coding, approved rates and timekeepers, billing compliance, duplicate or unsupported charges, and other exceptions; document issues and coordinate clarification, approval, and payment.
Track legal spend, accruals, budgets, forecasts, variances, payment status, and cost-to-complete estimates; prepare financial and management reporting and maintain audit-ready records.
Support rate negotiations, alternative fee arrangements, panel reviews, vendor performance assessments, and law firm selection decisions.
Maintain corporate and subsidiary records, entity databases, governance documents, resolutions, consents, minutes, ownership records, and organizational charts.
Prepare draft corporate actions under attorney direction and coordinate board materials, approvals, signatures, filings, entity maintenance, and post-meeting follow-up.
Coordinate entity formations, mergers, conversions, dissolutions, reorganizations, ownership or officer changes, and related document execution requirements under attorney direction.
Provide paralegal and legal operations support for contractual, corporate, employment, regulatory, dispute, and transactional matters.
Support review and administration of higher-risk business agreements; conduct research; prepare summaries, drafts, revisions, redlines, notices, and ancillary documents for attorney review.
Identify deviations from approved templates, contracting positions, and delegated authority; maintain templates, clause libraries, playbooks, and legal guidance.
Track contractual notices, consent requirements, renewal and termination dates, cure periods, settlement obligations, and post-signature commitments assigned to Legal.
Support reorganizations, acquisitions, divestitures, novations, due diligence, data rooms, closing checklists, signatures, and post-closing obligations.
Coordinate intake and administrative support for claims, subpoenas, disputes, investigations, employment and insurance matters, litigation, administrative proceedings, and government inquiries.
Collect and organize matter records; prepare chronologies, witness and custodian lists, document indexes, issue summaries, damages support, and status reports.
Coordinate legal holds and preservation activities with counsel, Information Technology, Human Resources, and records owners; support discovery, document production, depositions, hearings, mediation, arbitration, and trial preparation as assigned.
Track response deadlines, settlement obligations, insurance notifications, reserves, outside counsel activities, and required business actions through matter closure.
Maintain organized, complete, secure legal files and records in approved systems, applying access restrictions, retention requirements, legal holds, naming conventions, metadata, version control, and execution standards.
Protect privileged, confidential, personally identifiable, and other sensitive information; escalate suspected disclosure or access issues.
Support authorized audits, due diligence, discovery, and records inquiries by locating and validating responsive materials.
Develop and maintain Legal procedures, guides, forms, checklists, templates, approval workflows, and service standards; identify opportunities to improve processes, data quality, cost controls, and automation.
Develop metrics and provide practical guidance or training to internal stakeholders on legal intake, preservation, privilege, signature routing, entity records, billing documentation, and approved templates.
Promote collaboration among Legal, Contracts, Finance, Human Resources, Information Technology, Procurement, Operations, and executive leadership; perform other Legal function duties and projects as assigned.