Legal Coordinator

Benchmark Senior Living • Waltham, MA

1d • Onsite

About The Position

Benchmark has been a trailblazer in senior living for nearly 30 years, operating 70 communities with 7,400 associates across the Northeast. With $3 billion in assets under management and $700 million in annual revenue, the company is experiencing historic growth, expanding its footprint from Boston to Washington DC. Benchmark offers independent living, assisted living, memory care, and continuing care retirement communities, positioning itself as a leader within this growing real estate sector. Senior housing has consistently ranked among the top three real estate sectors for long-term investment returns, and with the Baby Boomer 80+ population projected to grow over 5% annually through 2030, demand is surging. The Legal Coordinator is responsible for supporting the efforts of the General Counsel who is his/her direct supervisor and the Legal Team. S/he helps coordinate meetings and schedules, provides computer processing and reporting support, and assists in special projects, as needed.

Requirements

• High School graduate or equivalent certificate
• 3 to 5 years progressive experience in office management
• Knowledge of Microsoft Office (Word, PowerPoint, Excel, Outlook and Access)
• Familiarity with the Internet and its search tools
• Strong organizational skills
• Strong oral communication skills
• Strong written communication skills
• Knowledge of office equipment
• Ability to trouble shoot problems
• Ability to maintain absolute confidentiality
• Attention to detail
• Ability to multi-task in a fast-paced environment

Nice To Haves

• Associates degree preferred
• Successful completion of bookkeeping/accounting courses is helpful
• Previous experience working in a law firm or in house legal department preferred

Responsibilities

• Oversee document management, including managing and organizing the flow of numerous documents such as legal summaries and memoranda, contracts, applications, regulatory filings and other records.
• Prepare and/or edit contracts, PowerPoints, and memos in collaboration with legal staff.
• Maintain and organize digital and physical files, ranging from corporate “permanent document” files to legal subject matter files.
• Administer contract processes, including receiving submissions, conducting brief reviews, determining template availability, assigning and tracking contracts to reviewing attorneys, and monitoring status through completion.
• Maintain the corporate signed contract digital library on the Hub, including posting with searchable data.
• Maintain the Legal page on the internal online shared site (“Hub”), updating it as necessary.
• Ensure familiarity and ease with the filing system for retrieval of all JV and transactional documents.
• Create and update presentations for legal participation in corporate committees, board meetings, joint venture meetings, etc.
• Prepare monthly invoices to allocate hourly fees and expenses attributable to Legal staff members to multiple joint ventures.
• Reconcile and clarify any discrepancies with staff who submit timesheets/summaries.
• Review invoices received from outside counsel and vendors for numerous billing matters to confirm accuracy.
• Indicate proper coding and allocation of outside counsel/vendor invoices for payment.
• Code monthly corporate American Express charges for the Legal Team.
• Prepare Legal staff members’ expense reports.
• Organize production of responses to litigation-related requests for discovery of documents (such as policies, licenses, copies of records, etc.).
• Coordinate the medical records review process and track and ensure timely responses throughout the company.
• Participate in the online claims tool process by ensuring all claim and litigation invoices are posted to the tool and reconciled to closure.
• Handle confidential and private matters in connection with the company’s Long Term Incentive compensation (“LTI”) program and various legal matters.
• Prepare paperwork in connection with the company’s LTI program, including ensuring that all individual 83(b) IRS filings are filed in a timely manner.
• Coordinate with the Quality Assurance (“QA”) team to review updated Policies/Standards & Procedures (S&P), including formatting, ensuring that all review dates are accurate and properly posted to the Policies page on the Hub.
• Provide administrative support to the Legal Team, including managing the portal for legal assignments (e.g., marketing submissions).
• Organize staff meetings and agendas for the Legal Department.
• Maintain retainer agreements and a current listing of all outside counsel.
• Make meeting arrangements for members of the Legal Department with outside counsel, vendors, and/or multi-department internal clients.
• Make travel arrangements for Legal staff, when necessary.
• Keep calendars and schedule appointments for members of the Legal Department.
• Maintain office organization (filing, typing, copying, etc.).
• Coordinate and balance competing needs of multiple professionals.
• Serve as back-up to other Executive Assistants, as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED