Overview
Legal Coordinator Jobs in Waltham, MA at Benchmark Senior Living
Title: Legal Coordinator
Company: Benchmark Senior Living
Location: Waltham, MA
The Legal Coordinator is responsible for supporting the efforts of the General Counsel who is his/her direct supervisor and the Legal Team. S/he helps coordinate meetings and schedules, provides computer processing and reporting support, and assists in special projects, as needed.
Principal Duties/Responsibilities:
OVERSEE Document management
- Manage and organize the flow of numerous documents, such as legal summaries and memoranda, contracts, applications, regulatory filings and other records.
- In collaboration with legal staff member(s), prepare and/or edit contracts, PowerPoints, memos.
- Maintaining and organizing digital and physical files, ranging from corporate “permanent document” files to legal subject matter files.
CONTRACT ADMINISTRATION
- Receive submissions of contracts, conduct brief review, determine if a corporate template may be available.
- Assign and track contract to the reviewing attorney and monitor/track status through completion.
- Maintain corporate signed contract digital library on the Hub, including posting with searchable data.
CORPORATE LEGAL TRAINING RESOURCES & TOOLS
- Maintains the Legal page on the internal online shared site (“Hub”), including updating the page when necessary.
- Familiarity and ease with filing system for retrieval for all JV and transactional documents.
- Create and update presentations for legal participation in corporate committees, board meetings, joint venture meetings, etc.
ALLOCATION OF LEGAL-RELATED COSTS
- Prepare monthly invoices to allocate the hourly fees and expenses attributable to several Legal staff members to multiple joint ventures.
- Reconcile and clarify any discrepancies with staff who submit time sheets/summaries.
- Review invoices received from outside counsel and vendors for numerous billing matters to confirm accuracy.
- Indicate proper coding and allocation of such outside counsel/vendor’s invoices for payment.
- Codes monthly corporate American Express charges for Legal Team.
- Prepares Legal staff members’ expense reports.
LITIGATION-RELATED SUPPORT
- Organize production of responses to litigation-related requests for discovery of documents (such as policies, licenses, copies of records, etc.).
- Coordinate medical records review process and tracks and ensure timely responses throughout company.
- Participate in the online claims tool process by ensuring all claim and litigation invoices are posted to the tool and reconciled to closure.
TRANSACTION ORGANIZATION & SUPPORT
- Entrusted with confidential and private matters in connection with the company’s Long Term Incentive compensation (“LTI”) program and various legal matters.
- Prepares paperwork in connection with the company’s LTI program, including ensuring that all individual 83(b) IRS filings are filed in a timely manner.
STANDARD AND PRACTICES
- Coordinates with Quality Assurance (“QA”) team to review updated Policies/Standards & Procedures (S&P), including formatting, ensuring that all review dates are accurate and properly posted to the Policies page on the Hub.
ADMINISTRATIVE SUPPORT TO LEGAL STAFF
- Administrator of portal for legal assignments, such as marketing submissions.
- Organize staff meetings and agendas for Legal Department.
- Maintains retainer agreements and current listing of all outside counsel.
- Makes meeting arrangements for members of the Legal Department with outside counsel, vendors, and/or multi-department internal clients.
- Makes travel arrangements for Legal staff, when necessary.
- Keeps calendar/schedules appointments for members of the Legal Department.
- Maintains office organization (filing, typing, copying, etc.)
- Coordinates/balances competing needs of multiple professionals.
ADDITIONAL DUTIES
- Back-Up to other Executive Assistants, as needed.
Education/Experience/Licensure/Certification:
- High School graduate or equivalent certificate; Associates degree preferred.
- Successful completion of bookkeeping/accounting courses is helpful.
- 3 to 5 years progressive experience in office management.
- Previous experience working in a law firm or in house legal department preferred.
Required Skills/Abilities:
- Knowledge of Microsoft Office (Word, PowerPoint, Excel, Outlook and Access) as well as familiarity with the Internet and its search tools.
- Strong organizational, oral and written communication skills.
- Knowledge of office equipment and ability to trouble shoot problems.
- Maintain absolute confidentiality.
- Attention to detail.
- Ability to multi-task in a fast-paced environment.
