Legal Operations Specialist

6 days ago


Tampa, Florida, United States VetJobs Full time
Job Title: Legal Operations Specialist - Tampa

At VetJobs, we are seeking a detail-oriented Legal Operations Analyst to join our team in Tampa. As a key member of our legal operations department, you will play a crucial role in managing critical processes supporting our legal and financial operations.

Key Responsibilities:
  1. Serve as the primary point of contact for law firms and vendor queries regarding invoices and payments.
  2. Oversee and review law firm timekeeper rates to ensure compliance with guidelines.
  3. Manage vendor onboarding in legal eBilling systems (e.g., Onit) and accounts payable platforms (e.g., Coupa, Oracle Cloud).
  4. Process urgent payment requests and settlement payments as needed.
  5. Track law firm activities to ensure compliance with agreed terms and company policies.
  6. Ensure accurate routing of budget approvals for legal matters.
  7. Monitor and reconcile discrepancies between eBilling and accounts payable systems.
  8. Oversee the Global Legal Accrual process, ensuring timely and accurate reporting.
  9. Provide routine analysis and reporting to enhance transparency in legal spend.
  10. Ensure proper receiving and closing of POs to maintain accurate records.
  11. Develop, update, and maintain process documentation to support operational consistency.
  12. Identify and implement process improvements to enhance efficiency and reduce costs.
  13. Communicate vendor and spend management updates to the legal team.
  14. Support legal systems through user onboarding, training, and responding to ad-hoc requests.

About This Role:
This is a hybrid role that requires 2 days per week at our Tampa office. The ideal candidate will have a strong background in legal operations or Law Firm vendor management/Accounts Payable with expertise in platforms like Onit, Coupa, and Oracle Cloud. They should excel at process improvement, financial analysis, and multitasking in a fast-paced environment.

Requirements:
Associate's degree in business administration, Finance, Legal Studies, or a related field; bachelor's degree preferred. At least 5 years of experience in legal operations or Law Firm vendor management/Accounts Payable. Proficiency in legal billing and accounts payable systems, including platforms like Onit, Coupa, and Oracle Cloud. Advanced skills in Microsoft Office, particularly Excel, for financial analysis, budgeting, and expense tracking. Strong understanding of legal industry best practices, with experience documenting processes and implementing operational improvements. Exceptional communication, problem-solving, and multitasking abilities to collaborate effectively in a fast-paced environment.

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