File Clerk & Administrative Coordinator

POSITION DESCRIPTION SUMMARY:

The File Clerk and Administrative Coordinator is a highly organized and detail-oriented team player who will provide first line operational support to the legal department of a fast-paced organization operating in complex environment(s). This persons primary focus will center on legal/compliance operations and administrative support including corporate budget/expense management corporate recordkeeping/contract management regulatory and corporate compliance general licensing support and intake management. S/he will contribute as a valued member of a team focused on excellence and customer service. The ideal candidate is an organized self-starter motivated to work both independently and with a team.

DUTIES AND RESPONSIBILITIES:

• File Clerk.
  • Drive corporate compliance initiatives of General Counsel and other legal personnel to ensure compliant corporate minute books complete corporate records and access to other compliance repositories.
  • Serve as contract lifecycle management database (Conga) Subject Matter Expert (SME) on behalf of legal team supporting Director of Enterprise Risk and Contracts Administrator Conga audit and owning remedial efforts.
  • Conduct audits of HighQ matter management record of truth for accuracy and necessary updates weekly.
  • Conduct additional ad hoc auditing of records/systems/documents as necessary.

• Expense Management.
  • Own compilation and quality control of expense reporting ensuring accurate Cost Code allocations appropriate JV / store level cost center.
  • Handle to completion all Licensing check requests and escalated ACH/ Wires/ CC payments to drive associated savings from late and credit card fees.
  • Own invoice tracking to Self Insured Retention (SIR) limits and reconciliation of Legal Tracker budget/case assessment submissions for risk workstream.
  • Review weekly/ monthly exception reports for verification and revision.

• Compliance Coordination and Logistics.
  • Create/ own system for tracking various Compliance and Licensing timelines follow-ups and managing of critical dates.
  • Facilitate licensing team with management of inspections to ensure visibility for all corporate and field stakeholders.
  • Assist Compliance team with managing pertinent Enterprise Risk milestones remediation plan updates and touch base meetings to ensure timely preparation of key deliverables.

• Joint Venture Compliance.
  • Own administrative work (e.g. coordinating auditing calendar invites for meeting dates/ invitees addition of new entities to tracker(s) general tracker maintenance and clean up from field inputs etc.) associated with the companys voluminous JV entities/ partners.
  • Maintain maintenance of and preparation for rollup tracker quarterly meetings with operations leaders to ensure comprehensive compliance in JV and ACDBE matters.

• Licensing Support.
  • Support Licensing team with various administrative tasks including but not limited to gathering and handling of documents for stakeholders securing and circulating digital copies and saving in secondary back-up location.
  • Handle intake of licenses and related documentation via mail and ensure appropriate distribution within legal department (and company as necessary) for handling.
  • Assist with the maintenance of License Pro system and ensure all licenses are properly entered/tracked/maintained.
  • Facilitate developing and maintaining policies and procedures for Licensing Compliance software along with custom Renewal Instructions for internal license personnel within each state/county/city based on independent research of requirements.
  • Complete other administrative duties required as part of the licensing process including but not limited to the distribution and filing of license copies.
  • Assist with legal tracker workflow and invoices on behalf of licensing team including assistance with matter creation from engagement letters and creation of reporting.

• Legal Department Support.
  • Maintain Continuing Legal Education tracking and systems spreadsheet(s) including details of memberships renewals and subscriptions.
  • Maintain and periodically update access to critical mailboxes (e.g. privacy legal notice) and other legal distribution lists.
  • Own the ongoing maintenance of a document intake and routing guide(s) to ensure appropriate intake handling and routing of documents with legal implications (e.g. tax documents health notices D&C documents lien documents).
  • Intake all legal documents and process according to legal standard operating procedures.
  • Maintain Legal Hub with respect to updated tools and access points to drive efficiency.
  • Take lead on training and onboarding any new Legal team members.
  • Provide first line support with respect to voluminous inquiries to the legal department from business partners either providing resources/answers directly or providing direction to the appropriate legal resource for support.
  • Support and assist staff with various special projects administrative items corporate compliance and reporting.

POSITION QUALIFICATIONS:

• 3 years of experience in office/ department administration
• College degree (bachelors or associates) preferred
• Excellent organizational skills initiative intuitiveness detail orientation responsiveness interpersonal skills sensitivity to confidential information and a can-do attitude
• Superior interpersonal skills to effectively communicate with internal and external parties
• Demonstrate attention to detail with strong prioritization and organizational skills to maximize efficiency ensuring deadlines are met
• Strong problem-solving analytical and decision-making skills
• Demonstrate ability to handle confidential and sensitive information
• Microsoft Office (Word Outlook Excel PowerPoint) Adobe legal research and strong computer skills

Required Experience:

IC