Legal Operations Administrator

Daikin Applied Americas•Plymouth, MN

3d•$66,000 - $108,800•Hybrid

About The Position

The Legal Operations Administrator supports the efficiency, effectiveness, and strategic execution of the Legal Department. This role plays a critical part in optimizing legal workflows through managing legal processes, technology, and data; providing legal assistance in support of commercial contracts and supply chain agreements, litigation management and employment matters, merger and acquisition activities, and regulatory compliance and governance; and supporting the legal team to streamline operations, reduce risk, and enhance service delivery. The ideal candidate is highly organized, detail-oriented, and comfortable working cross-functionally in a fast-paced environment, and is adept at assembling and working with confidential and sensitive information. The role requires the ability to answer correspondence and to interact with a diverse group of external callers and colleagues at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a diverse workload, and to recommend changes in office practices or procedures.

Requirements

Bachelor’s degree
2-5 years of experience needs to include performing legal operations support, performing legal assistance responsibilities and supporting executive level manager
Strong organizational and project management skills; solutions focused
Strong attention to detail and ability to manage multiple priorities
Excellent verbal and written communication skills
Ability to work independently and collaboratively across teams
Ability to communicate effectively with multiple levels of employees
Proven organizational and time management abilities
Exceptional problem-solving and analytical skills
Ability to maintain professionalism and strict confidentiality with all materials
Ability to exercise discretion and independent judgement
Proficiency in legal technology tools and Microsoft Office 365

Nice To Haves

Bachelor’s degree in business administration, legal studies, or a related field
Experience with CLM, e-billing, or matter management systems
Familiarity with legal workflows, contracts, and compliance processes
Experience with data analytics or reporting tools (e.g., Power BI)
Process-oriented with a continuous improvement mindset
Tech-savvy and adaptable to new systems
Proactive and resourceful

Responsibilities

Support the day-to-day operations of the legal department, ensuring efficient workflows and processes supporting commercial, operational, litigation, and corporate development activities
Maintain matter management systems, including updates, documentation, and reporting, opening and closing matters in file management system, sending engagement letters/guidelines, obtaining information from outside providers, finalizing letters, and obtaining signatures and filing.
Support legal billing processes, including invoice review, submission, and approvals
Ensure proper organization and storage of legal documents and records
Assist in identifying opportunities for process improvements and automation
Manage and support legal technology tools (e.g., CLM, e-billing, document management systems)
Administer contract lifecycle management (CLM) systems, including intake, routing, tracking, and reporting, and enabling permissions across user groups.
Serve as a primary point of contact for system users, including troubleshooting and training
Assist in system implementations, upgrades, and integrations
Utilize legal operation tools to run reports, generate metrics and perform data visualizations (e.g., spend, contract cycle times, matter status)
Maintain data integrity across legal systems and tools
Run recurring reports and support data analysis to inform strategic decisions
Coordinate with sales, procurement, and operations to ensure timely contract execution
Administer contract lifecycle management (CLM) processes for: Sales agreements with distributors, contractors, and customers, Supplier and vendor agreements, NDAs, pricing agreements, and service contracts
Serve as liaison between internal stakeholders and outside counsel
Support document preservation, legal holds, and eDiscovery in coordination with IT and business teams
Assist in preparation for hearings, mediation, arbitration, and trial
Assist with entity management, including maintaining corporate records, organizational charts, governance documents, and annual filings
Support post-closing integration of acquired entities, including maintaining trackers for legal-related actions items and coordinating with legal
Assist with compliance tracking, audits, and reporting requirements
Maintain records related to regulatory obligations and internal policies
Support enterprise risk management initiatives as needed
Support employment law document management, preservation, and legal holds
Establish and maintain a repository for employment law templates, playbooks, guidance documents, and process maps
Support employment-related matters in acquisitions by coordinating information requests and organizing employment-related documentation
Track action items arising from employment-related audits and compliance reviews
Support implementation of employment law initiatives and compliance programs including maintaining project plans, coordinating information requests, and tracking action items and deliverables
Intake and route service of process and corporate agent notifications
Coordinate execution of documents, signature packets and notarizations
Manage billing and invoices from law firms, environmental firms, discovery firms, and other experts that need processing on a timely and accurate basis, including screening invoices, and communicating with law firms when deficiencies are found, working cross functionally to ensure bills are paid timely, and maintaining vendor list.
Manage check requests for settlements, non-routine invoices, etc.
Interface with Finance team to ensure timely issuance of checks, resolve invoice issues, and address related financial work in support of the Legal Department
Assist Legal team with conference and CLE registrations, travel arrangements, expense report preparation, and managing expenses
Plan, organize, coordinate and support internal and external meetings, conferences, and arrangements
Track and record training delivered by Legal Team, conducts surveys of training delivered and prepares reports
Assist Legal team with resolving technology and security issues and ensuring teams have needed technology
Maintain office supplies and anticipate needs of Legal team to ensure smooth functioning operations
Partner with finance, procurement, IT, and business stakeholders
Provide support and guidance to internal clients on legal processes and tools
Assist with training and communication related to legal operations initiatives
Field and respond to routine questions
Performs administrative and office support, including generating, finalizing and formatting presentations and spreadsheets, maintaining of filing system and contact database, and sorting and distributing the mail
Greet visitors and determine access to appropriate parties.
Other duties as defined