File Clerk & Administrative Coordinator
il y a 3 jours
Atlanta
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., • 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 Key Skills Typing,Data Entry,Organizational skills,Clerical Experience,Microsoft Outlook,Records Management,Office Experience,Computer Literacy,Personal Injury Law,Front Desk,Filing,Administrative Experience Employment Type : Full-Time Department / Functional Area: Legal Experience: years Vacancy: 1