Legal Operations Administrator

CB&I•The Woodlands, TX

About The Position

The Legal Ops Administrator serves as a key operational resource within the Legal Department, supporting day-to-day administrative functions, legal operations processes, vendor and invoice management, reporting, and technology initiatives. The position requires the ability to manage competing priorities, maintain accurate records, support legal systems and applications, and proactively identify opportunities to improve departmental effectiveness through automation, workflow optimization, and artificial intelligence solutions. The Legal Ops Administrator works independently with moderate supervision, evaluates problems and recommends solutions, supports legal technology platforms, and assists with implementing process improvements that enhance productivity and service delivery across the Legal Department. This position is an Individual Contributor role. The role directly reports to the Dir, Legal and Strategy Operations and routinely interacts with Paralegal Specialists, Legal Department Staff, IT, Operations, Human Resources, and Finance.

Requirements

High School Diploma or equivalent required.
Minimum of 3-5 years of experience in administrative support, legal operations, legal administration, corporate legal departments, or related professional environments.
Strong knowledge of Microsoft Office Suite, particularly Excel, PowerPoint, Word, Teams, and SharePoint.

Nice To Haves

Associate's Degree or Bachelor's Degree in Business Administration, Legal Studies, Information Systems, or related discipline preferred.
Experience working with legal technology platforms, workflow automation tools, or business applications preferred.
Familiarity with e-billing tools, matter management systems, legal hold systems, contract lifecycle management systems, or similar legal technologies.

Responsibilities

Coordinate and schedule meetings, conferences, training sessions, and department events.
Maintain calendars and schedules for Legal Department leadership and team members as assigned.
Draft, format, proofread, and distribute correspondence, reports, presentations, and other legal department communications.
Maintain electronic and physical filing systems, ensuring proper document organization and retention.
Manage incoming communications through a shared inbox and route inquiries to the appropriate department resources.
Assist attorneys and legal team members with administrative requests and special projects.
Support onboarding and maintenance of law firms, vendors, and service providers within the department's e-billing tool(s) and related systems.
Research and resolve invoice, payment, and vendor inquiries utilizing e-billing tool, Oracle, JDE, and other financial systems.
Assist with reviewing invoice processing exceptions, failed invoice submissions, and payment discrepancies.
Reconcile vendor accounts receivable information with CB&I accounts payable records to ensure accurate financial reporting and payment status tracking.
Support law firm engagement processes including vendor setup, invoice management, and reporting.
Assist with administration and maintenance of legal department systems including legal hold, matter management, contract management, and document management platforms.
Generate reports, dashboards, and metrics to support legal department performance tracking and decision-making.
Identify opportunities to improve legal and administrative workflows through automation and process redesign.
Assist in developing, implementing, and maintaining automated workflows, digital forms, self-service solutions, and business process improvements.
Support implementation and adoption of legal technology platforms and AI-enabled tools across the Legal Department.
Utilize data analytics tools, reporting platforms, and emerging technologies to improve operational efficiency and visibility.
Develop and maintain process documentation, standard operating procedures, and user guides.
Collaborate with Legal, IT, Finance, Procurement, and business stakeholders to optimize legal operations processes.
Assist with evaluating and testing new legal technology, automation solutions, and AI applications that support departmental objectives.
Monitor system performance, user adoption, and process effectiveness while recommending enhancements and continuous improvements.
Maintain data integrity across legal operations systems and support governance standards for AI and automated processes.
Perform research and analysis to support operational, administrative, and legal department initiatives.
Prepare spreadsheets, reports, dashboards, presentations, and data summaries for management review.
Analyze trends in invoice processing, vendor management, departmental workloads, and operational performance.
Recommend process improvements based on data analysis, user feedback, and business needs.
Participate in department projects and strategic initiatives focused on operational excellence and digital transformation.