Legal Ops/Trade Compliance Coordinator

What is The Role

As a Legal Ops/Trade Compliance Coordinator, you'll work closely with the Sr. Director of Legal Operations & Trade Compliance and the Chief of Staff within a small, hardworking team. Your role will focus on managing key administrative and financial processes that support the legal department, including overseeing restricted party screenings and the eBilling cycle. If you enjoy collaborating in a dynamic environment where your ideas can make a difference, then this position could be a great fit for you.

What You Will Be Doing

• Trade Compliance & Screening Daily Operations

  • Conduct thorough daily screening of existing customers, new customers, and business partners using specialized compliance tools (e.g., Descartes Visual Compliance, Kharon, and Dow Jones). Training will be provided.
  • Proficiently review and analyze screening results to identify potential red flags, denied parties, and sanctioned jurisdictions.
  • Maintain meticulous documentation and accurate records of all screening findings and compliance activities.
  • Collaborate with other key team members to stay updated on changes in global trade laws, export controls, and company policies to support the maintenance of internal compliance guidelines.

• Legal Spend & Financial Management

  • Support the legal department’s Outside Counsel Management Program by assisting with day-to-day eBilling tasks and routine invoice processing within the Brightflag platform.
  • Manage the comprehensive lifecycle of legal purchase orders, including creation, ongoing monitoring, and final closing.
  • Support vendor invoice management, administer AP invoice submissions, track retainers, and reconcile statements of accounts.
  • Ensure monthly accruals are submitted properly by outside counsel and vendors, working closely with the Finance team to address any billing discrepancies.
  • Support the team by extracting metrics, preparing basic spend reports, and assisting with financial best practices enablement for team members.

• Vendor Management & Administrative Functions

  • Onboard new legal vendors and complete tasks within the internal procurement system.
  • Continually maintain and update the Legal Intranet, Legal Wiki pages, Website, and Shared Drives, managing user access permissions as needed.
  • Assist with drafting and disseminating the periodic Legal Operations newsletter.
  • Facilitate the logistics for the onboarding and offboarding of legal team members.
  • Monitor and track the usage of various legal department memberships and subscriptions.

What You Bring

• Bachelor’s degree or equivalent professional experience.
• 2+ years of experience in corporate operations or administration management.
• Proficiency with Google Suite (especially Google Sheets) and knowledge of operational tools like Smartsheet.
• Demonstrated experience or strong capability to learn technology platforms, with preference for individuals acquainted with Brightflag (e.g., eBilling) or Restricted Party Screening tools (e.g., Dow Jones and Descartes Visual Compliance).
• Remarkable organizational skills and a sharp eye for accuracy in data management and compliance records.
• Proficient in written and verbal communication. Able to collaborate with different departments.
• Uncompromising ethical standards and the proven ability to handle highly confidential and sensitive legal information.
• An initiative-taking, self-motivated teammate with a "no task is too big or too small" mentality, enthusiastic to learn and scale within the role.

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