Legal Operations Specialist

Job Description:

Responsibilities

• Serve as day-to-day administrator for our ebilling system (currently SimpleLegal), overseeing matter management, user access, billing workflows, and documentation standards.
• Act as primary contact for outside counsel billing, handling invoice reviews, payment inquiries, and billing compliance across legal practice areas.
• Support monthly accruals, assist with budget forecasting, and partner with Finance to ensure legal spend accuracy and transparency.
• Maintain detailed forecast trackers, dashboards, and reports to support budget and spend management initiatives.
• Manage the renewal and lifecycle of legal tool subscriptions, contracts, and memberships, ensuring cost-effectiveness and feature alignment.
• Oversee vendor onboarding, enforce billing guidelines, and track outside counsel performance to optimize value and compliance.
• Work closely with IT and Procurement to ensure legal tools are integrated and aligned with company-wide systems and policies.
• Identify opportunities for process improvement, leveraging automation and technology to improve scalability and efficiency.
• Contribute to AI-driven initiatives, evaluating use cases for automation and helping implement tools that streamline legal operations.
• Assist with legal records management, ensuring secure, well-organized file systems that support compliance and knowledge sharing.
• Troubleshoot platform issues and coordinate with IT or external vendors for timely resolution.
• Provide operational support for cross-functional legal projects and initiatives as needed

Qualification & Experience    

• Bachelor’s degree in Business, Legal Studies, or related field.
• 5+ years of experience in legal operations, billing/vendor management, or professional services operations.
• Strong background in financial tracking, budget forecasting, and cost optimization within a legal or professional services context.
• Hands-on experience with eBilling systems (SimpleLegal, Legal Tracker, or similar platforms).
• Proven ability to manage multiple priorities in a fast-paced, dynamic environment.
• Excellent communication and relationship management skills, with a focus on stakeholder collaboration.
• High degree of analytical rigor, attention to detail, and comfort working across datasets to support decision-making.
• Proactive mindset with ability to embrace change, introduce new ideas, and drive operational improvements