Overview
Document Control and Legal Coordinator Jobs in Irvine, USA at Qcells North America
Position: Document Control and Legal Spend Coordinator
Position Overview
The Document Control and Legal Spend Coordinator is responsible for maintaining various legal document version control, assisting with processing legal invoices, and providing general administrative support. The role acts as a liaison between Legal and cross‑functional business teams, reporting to the Director of Legal Ops or another designated senior management personnel. The position will be onsite in Irvine, California.
Responsibilities
- Document version control support: maintain, file, and hyperlink version controls of multiple templates with correct naming conventions.
- Contract coordination and execution support: assemble agreements and exhibits, obtain signatures from authorized signatories as needed.
- Process, track, and maintain legal spend: review complex legal invoices for accuracy and coding, ensure compliance with Outside Counsel Guidelines (OCGs). Activities include:
- Interface with vendors/service providers and cross‑functional teams to process invoices.
- Identify billing discrepancies and communicate with law firm billing coordinators to resolve adjustments or rejections.
- Maintain and track monthly, quarterly, and annual legal spend against departmental budgets.
- Coordinate monthly accrual process, ensuring law firms submit unbilled estimates on time for accurate financial forecasting.
- E‑billing administration: maintain end‑to‑end workflow within e‑billing platform, ensuring all matters are properly opened and tiered.
- Provide general administrative support, including but not limited to setting up meetings and other special assignments and projects as needed.
Required Qualifications
- Bachelor’s degree in business administration, legal studies, or related field (Paralegal certification is a plus but not required).
- Minimum of 3 years in an in‑house legal department or law firm experience, especially in legal billing, legal operations, or corporate finance.
- Proficiency in e‑billing software and matter management systems.
- Advanced Excel skills.
- Advanced/Expert level proficiency in MS Office Suite, G‑Suite, and Adobe Pro.
- Attention to detail: spotting billing errors, duplicative entries, and non‑compliant line items.
- Strong interpersonal skills to navigate delicate financial conversations with outside counsel and senior leadership.
- Excellent verbal, written communication, organizational, and time‑management skills.
- Ability to prioritize multiple simultaneous projects and meet deadlines.
- Proactive and enjoy working in a fast‑paced environment.
- Confidence and ability to interact with people at all levels of the organization.
- Dependable and trustworthy.
Physical, Mental & Environmental Demands
Mobility
- Standing – 20% of time.
- Sitting – 70% of time.
- Walking – 10% of time.
Strength
- Pulling up to 10 lbs.
- Pushing up to 10 lbs.
- Carrying up to 10 lbs.
- Lifting up to 10 lbs.
Dexterity (F = Frequently, O = Occasionally, N = Never)
- Typing – F
- Handling – F
- Reaching – F
Agility (F = Frequently, O = Occasionally, N = Never)
- Turning – F
- Twisting – F
- Bending – O
- Crouching – O
- Balancing – N
- Climbing – N
- Crawling – N
- Kneeling – N
Compensation
The salary range is required by the California Pay Transparency Act and may differ depending on the location of the candidates hired nationwide. Actual compensation is influenced by a wide array of factors including skill set, education, licenses and certifications, essential job duties, and required qualifications.
This target salary range is for CA positions only and should not be interpreted as an offer of compensation.
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Title: Document Control and Legal Coordinator
Company: Qcells North America
Location: Irvine, USA
Category:
