Senior Legal Operations Specialist, Real Estate

Public Storage • Frisco, TX

7d • Hybrid

About The Position

The Senior Legal Operations Specialist, Real Estate manages real estate-related administrative and legal operations to support Public Storage’s real estate legal services. The role works closely with in-house attorneys, real estate team members, outside law firms, vendors, Finance, and other corporate stakeholders.

Responsibilities include supporting attorneys and legal staff with scheduling, meeting and travel coordination, document preparation, proofreading, file maintenance, and confidentiality. The specialist prepares and manages real estate legal documents, contracts, correspondence, signature and notary coordination, legal files and databases, and vendor reports. The role also prepares monthly P&L and legal spend reports, tracks project milestones, and manages outside counsel and vendor onboarding, billing, accruals, invoicing, and payment processes.

The position administers legal matters in matter-management systems, coordinates assignments following receipt of service of process, provides first-level troubleshooting for legal systems, and supports system implementations, migrations, testing, data validation, documentation, and user training. The specialist reviews invoices for compliance with billing guidelines, helps maintain timekeeper rates and billing procedures, processes approved invoices and restitution payments through SAP and Trimble (eBuilder), and identifies opportunities to improve processes.

Public Storage expects teammates to work in the office five days per week, with the option to use up to three flexible remote-work days each month. Work authorization sponsorship is not available.

Requirements

• Bachelor’s degree or an equivalent combination of education and relevant professional experience.
• At least seven years of real estate experience, preferably in a legal administrative or paralegal role.
• At least seven years of experience in legal operations, legal e-billing, matter management, legal finance, or a related corporate legal support function in a corporate legal department or law firm, with significant exposure to the acquisition, management, and disposition of real estate.
• Hands-on experience with legal e-billing, including invoice review and billing-guideline compliance.
• Experience providing first-level support for legal e-billing or matter-management platforms.
• Exceptional organizational skills and attention to detail.
• Superior written and verbal communication abilities.
• Working knowledge of legal invoicing, accruals, matter administration, vendor onboarding, and payment processes.
• Proficiency in Microsoft Office, including Outlook, Word, PowerPoint, and Excel.
• Ability to manage multiple priorities and independently carry out routine procedures in a fast-paced environment.
• Sound judgment, strong interpersonal skills, and a collaborative mindset.
• Knowledge of real estate processes, including transactional documents.
• Notary public certification or ability to obtain notary certification.
• Must be authorized to work in the United States without restrictions or requiring sponsorship now or in the future.

Nice To Haves

• Experience with CounselLink, SAP, Trimble, other organizational or billing software, or legal research tools.

Responsibilities

• Provide administrative support to attorneys and Real Estate Legal staff, including meeting coordination, scheduling, and other administrative duties.
• Prepare, edit, proofread, and format legal documents, correspondence, reports, and presentations, and maintain organized, confidential legal documents and digital files.
• Provide secondary calendar, meeting, and travel coordination support to Real Estate Legal attorneys and the Chief Legal Officer.
• Prepare, organize, and manage real estate legal documents, contracts, and correspondence, including coordinating signatures and notarization and drafting or editing form legal documents.
• Maintain and update real estate files and databases and order miscellaneous vendor reports for internal teams.
• Prepare monthly P&L reports in Excel and PowerPoint presentations, and track project milestones, email reminders, and notices.
• Manage end-to-end onboarding of outside counsel and legal vendors, coordinating required setup, documentation, and payment processes with the SAP Finance team.
• Serve as an operational contact for outside counsel, legal vendors, and internal stakeholders on invoicing, accruals, billing procedures, vendor payments, and related requirements.
• Act as a liaison between the Legal Department, Finance, and other corporate functions.
• Review legal invoices for compliance with billing guidelines; reject, return, or escalate discrepancies and work with counsel and vendors to resolve issues.
• Review and maintain outside counsel timekeeper rates and related billing information; help update billing guidelines and train outside counsel and vendors on applicable procedures and systems.
• Process approved legal invoices and restitution payments through SAP and Trimble (eBuilder) to support accurate and timely payment.
• Coordinate the monthly legal accruals process, including managing submissions, validating information, following up on outstanding items, and preparing the accrual report.
• Prepare recurring Excel-based legal spend and accrual reports, respond to ad hoc reporting requests, and support the Legal Operations Manager in tracking legal spend against budgets.
• Identify billing trends, recurring discrepancies, and process issues; recommend practical improvements and support implementation of approved changes.
• Administer legal matters in SimpleLegal, Unity ELM, CounselLink, or similar systems, including opening, updating, coding, maintaining, and closing matters and ensuring data accuracy.
• Receive service of process documents and coordinate matter assignments to in-house and outside counsel.
• Provide first-level troubleshooting for e-billing and matter-management systems, resolving routine issues and escalating technical or policy exceptions as appropriate.
• Support legal-system implementations and migrations, including testing, data validation, documentation, end-user support, and internal training on e-billing and matter-management procedures.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior