Legal Department Administrator

Dutch Bros Coffee•Phoenix, AZ

1d•Onsite

About The Position

The Legal Department Administrator - Real Estate is a key member of the Dutch Bros legal team. This role is primarily responsible for providing support to attorneys, and paralegals on all real estate matters related to leasing, development, transactions, and ancillary agreements. The Legal Department Administrator - Real Estate will also work closely in partnership with the Legal Department’s paralegal and administrative staff on supporting internal attorneys and paralegals managing a varying range of legal matters including but not limited to: commercial agreements, intellectual property filings, marketing initiatives and brand protection, employment matters, franchise matters, mergers & acquisitions, due diligence, litigation, and general corporate compliance work.

Requirements

High School Diploma or GED, required
2 years of proven legal experience with a corporation, law firm, government agency, or similar enterprise, required
Humble, hungry, and smart, required
Basic understanding of privilege, confidentiality, and unauthorized practice of law, required
Basic knowledge of law office operations, practices, and procedures, required
Strong verbal and written communication skills for interactions with attorneys, paralegals, administrative staff, and business partners, required
Strong attention to detail and organizational skills, with the ability to prioritize work and respond to multiple demands while meeting time sensitive deadlines, required
Ability to project manage and balance working within the team environment, required
Proficiency in team collaboration and the ability to deliver and receive project and performance feedback, required
Efficiently and effectively work at a high level without direct supervision with work product accountability, required
Ability to acknowledge and comply with all corporate policies and procedures, required
Ability to develop systems, processes, and procedures, required
Intermediate experience utilizing standard office technology including Google Suite, Microsoft Suite, Teams, Smartsheet, etc, required
Occasionally move or lift office items
Must be able to work in an office environment
Must be able to communicate in an effective manner to perform job duties
Vision must be good or corrected in order to perform essential job duties
Hearing must be good or corrected in order to have the ability to understand information to perform essential job duties
Ability to read and write in English in order to process paperwork and follow up on any actions necessary
Constantly operates a computer and other office productivity machinery, such as calculators, copy machines, computers, and office equipment

Nice To Haves

Associates Degree or BA/BS, preferred
Exposure to real estate development and transactions including Build-to-Suit,Ground Leases, SNDA, Estoppel, and exclusivity issues, lease renewals and amendments, due diligence, memorandums, title and survey review, environmental reports, preferred

Responsibilities

Organize, maintain and manage the storage and documentation of all real estate transaction agreement versions and final agreements in the drives
Review lease execution packages for accuracy
Process final execution of final leases and other agreements via Docusign
Distribute fully executed leases to internal stakeholders
Track lease statuses, tasks, and deadlines
Schedule team related meetings, draft and distribute agendas, and capture notes and action items for dispersal to meeting attendees
Ship and mail documents as directed by attorney and paralegal staff
Process and track legal real estate invoices
Support staff with timely drafting and review of all lease, construction, and ancillary lease documents (CC&Rs, SNDAs, estoppels, memoranda, amendments, rent commencement certificates, easements, etc)
Assist with conference registrations, Bar dues, travel and reimbursement for real estate legal staff as directed
Support management of all Legal Department email inbox(es) and calendar(s), applicable matter creation, and distribution of related requests
Intake and facilitation of contracts, documents, projects, and matters
Work closely with the paralegal, attorney, and administrative staff on the timely and effective distribution of all incoming legal mail and emails, including the handling of service of processing communications, as directed by attorneys
Schedule team related meetings, draft and distribute agendas, and capture notes and action items for dispersal to meeting attendees
Support management and processing of invoices
Manage Legal Department outgoing shipping and mailing requests
Organize and file all legal documents
Assure retention and organization of legal real estate records
Keep files organized and up-to-date and adhere to established filing and naming protocols
Provide detail focused and proactive support to paralegal and attorney staff in their efforts to effectively serve business partners and external teams
Serve as coordinator and/or project manager for multi-departmental projects including communication of project objectives, updates, and timelines, as requested
Support generating regular project, matter, and contract reports, including maintaining current statuses, entering applicable data, and capturing important deadlines and events
Manage the collection of document signatures including manual, notary, and electronic signatures utilizing the Legal Department’s current Electronic Signature system(s)
Assist paralegal and attorney staff with management of outside counsel relationships and matters
Utilize and maintain the Legal Department’s current standard Matter and Contract Management system(s)
Support paralegal and attorney staff with the development of and compliance with internal processes and procedures
Support the team with implementation and improvement initiatives of all systems and tools
Perform all administrative duties required to maintain a normal course of business
Other special projects as needed