Legal Administrator

LEGAL OPERATIONS ADMINISTRATOR

We are assisting our client to find a Legal Operations Administrator who oversees and enhances the operational efficiency and technological effectiveness of the Legal Department, ensuring the secure handling of confidential and privileged information. Reporting to the Legal Business Administrator, this role involves managing legal systems, developing streamlined workflows, and supporting data-driven strategic decisions. The Administrator collaborates closely with internal teams, attorneys, external vendors, and leadership to implement best practices, ensure compliance, and optimize departmental processes.

Job Duties

• Administers and maintains the department's confidential and privileged legal case management systems (e.g., Law Base), including creating and modifying records, managing critical deadlines, and customizing workflows.
• Oversees and manages e-filing and docketing processes, exercising judgment to ensure strict compliance with court deadlines and internal requirements.
• Develops, implements, and continuously refines standard operating procedures for legal case and data management systems, ensuring the security of confidential and privileged information.
• Leads enhancements to confidential and privileged legal systems and tools, including dashboards, forms, and reporting structures to meet evolving business and compliance needs.
• Ensures the integrity, confidentiality, and privileged status of all system data and alignment with legal compliance requirements.
• Acts as the primary technical support for the Legal team, resolving IT-related issues promptly and securely, coordinating with IT and Cybersecurity teams as necessary.
• Serves as point of contact for onboarding of new legal team members with equipment setup, system credentials, and VPN configuration via ServiceNow and Maximo.
• Works with outside vendors (e.g., On-Call billing, subscription management) to modernize manual tracking.
• Assess internal workflows across Legal units (Workers' Compensation, PARP / Privacy, Subrogation), recommending and implementing tech-forward solutions to streamline operations securely.
• Prepares confidential, recurring, and ad hoc reports providing leadership with insights into case metrics, matter statuses, legal spend, and privileged data management.
• Collaborates with Procurement and Finance for accurate tracking and reporting of confidential, legal matters, contracts, and budget metrics.
• Coordinates with external vendors and internal stakeholders on confidential legal tech rollouts, migrations, user training, and privileged document management projects (e.g., NetDocuments).
• Maintains comprehensive training documentation, standard operating procedure manuals, and support guides ensuring user proficiency.
• Manages confidential, privileged, personally identifiable information, and HIPAA-protected data, ensuring compliance with internal policies, regulatory requirements, industry best practices, and data privacy laws.

Other Duties

Knowledge

Skills

Abilities

Machine, Tools, Equipment, Software, Hardware Required

Minimum Experience

Preferred Qualifications