Document Control and Legal Spend Coordinator
Qcells North America, Irvine, CA, United States
Overview
POSITION DESCRIPTION:
The Document Control and Legal Spend Coordinator is responsible for maintaining various legal document version control, assisting with processing legal invoices, and other general administrative support as necessary. This position will act as a liaison between Lega and cross-functional business teams. This position reports to and will work directly with the Director of Legal Ops or another senior management personnel that the General Counsel of the Company may designate. This position will be onsite in Irvine, California.
Responsibilities
Document Version Control Support for RESI – Maintain, file, and hyperlink version controls of multiple types of templates for cross-functional teams with correct naming conventions.
Contract Coordination and Execution Support – Help support the contract execution process, including assembling agreements and exhibits, and obtaining signatures from authorized signatories as needed.
Process, Track, and Maintain Legal Spend - Conduct a thorough review of complex legal invoices for accuracy, proper coding, and compliance with Outside Counsel Guidelines (OCGs) including but not limited to:
Interface with vendors/service providers and cross-functional teams to process invoices
Identify billing discrepancies and communicate directly with law firm billing coordinators to resolve adjustments or rejections
Maintain, monitor, and track monthly, quarterly, and annual legal spend against departmental budgets
Coordinate the monthly accrual process, ensuring law firms submit unbilled estimates on time to maintain accurate financial forecasting
E-Billing Administration - Maintain the end-to-end workflow within our e-billing platform ensuring all matters are properly opened and tiered (future project).
Provide general administrative support including but not limited to setting-up meetings and other special assignments and projects as needed.
Required Qualifications
Bachelor's degree in business administration, legal studies, or related field. Paralegal certification is a plus but not required.
Minimum of 3 years of in-house legal department or law firm experience, especially in legal billing, legal operations, or a corporate finance environment.
Proficiency in e-billing software and Matter Management systems.
Advanced Excel skills
Computer and tech savvy. Advanced/Expert level in MS Office Suite, G-Suite, and Adobe Pro.
Attention to Detail - An eagle eye for spotting billing errors, duplicative entries, and non-compliant line items.
Strong interpersonal skills to navigate delicate financial conversations with outside counsel and senior leadership.
Excellent verbal and written communication, organizational, and time management skills.
Ability to prioritize multiple and simultaneous projects, issues, and meet deadlines.
Proactive and enjoy working in a fast-paced environment.
Confidence and ability to interact with people at all levels of the organization.
Dependable and trustworthy.
Physical, Mental & Environmental Demands
To comply with the Rehabilitation Act of 1973, the essential physical, mental, and environmental requirements for this job are listed below. These are requirements normally expected to perform regular job duties. Incumbent must be able to successfully perform all of the functions of the job with or without reasonable accommodation.
Mobility
Standing – 20% of time
Sitting – 70% of time
Walking – 10% of time
Strength
Pulling up to 10 Pounds
Pushing up to 10 Pounds
Carrying up to 10 Pounds
Lifting up to 10 Pounds
Dexterity (F = Frequently, O = Occasionally, N = Never)
Typing – F
Handling – F
Reaching – F
Agility (F = Frequently, O = Occasionally, N = Never)
Turning – F
Twisting – F
Bending – O
Crouching – O
Balancing – N
Climbing – N
Crawling – N
Kneeling – N
The salary range is required by the California Pay Transparency Act and may differ depending on the location of those candidates hired nationwide. Actual compensation is influenced by a wide array of factors including but not limited to skill set, education, licenses and certifications, essential job duties and requirements, and the necessary experience relative to the job’s minimum qualifications. This target salary range is for CA positions only and should not be interpreted as an offer of compensation. You may view your privacy rights by reviewing Qcells' Privacy Policy or by contacting our HR team for a copy.
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POSITION DESCRIPTION:
The Document Control and Legal Spend Coordinator is responsible for maintaining various legal document version control, assisting with processing legal invoices, and other general administrative support as necessary. This position will act as a liaison between Lega and cross-functional business teams. This position reports to and will work directly with the Director of Legal Ops or another senior management personnel that the General Counsel of the Company may designate. This position will be onsite in Irvine, California.
Responsibilities
Document Version Control Support for RESI – Maintain, file, and hyperlink version controls of multiple types of templates for cross-functional teams with correct naming conventions.
Contract Coordination and Execution Support – Help support the contract execution process, including assembling agreements and exhibits, and obtaining signatures from authorized signatories as needed.
Process, Track, and Maintain Legal Spend - Conduct a thorough review of complex legal invoices for accuracy, proper coding, and compliance with Outside Counsel Guidelines (OCGs) including but not limited to:
Interface with vendors/service providers and cross-functional teams to process invoices
Identify billing discrepancies and communicate directly with law firm billing coordinators to resolve adjustments or rejections
Maintain, monitor, and track monthly, quarterly, and annual legal spend against departmental budgets
Coordinate the monthly accrual process, ensuring law firms submit unbilled estimates on time to maintain accurate financial forecasting
E-Billing Administration - Maintain the end-to-end workflow within our e-billing platform ensuring all matters are properly opened and tiered (future project).
Provide general administrative support including but not limited to setting-up meetings and other special assignments and projects as needed.
Required Qualifications
Bachelor's degree in business administration, legal studies, or related field. Paralegal certification is a plus but not required.
Minimum of 3 years of in-house legal department or law firm experience, especially in legal billing, legal operations, or a corporate finance environment.
Proficiency in e-billing software and Matter Management systems.
Advanced Excel skills
Computer and tech savvy. Advanced/Expert level in MS Office Suite, G-Suite, and Adobe Pro.
Attention to Detail - An eagle eye for spotting billing errors, duplicative entries, and non-compliant line items.
Strong interpersonal skills to navigate delicate financial conversations with outside counsel and senior leadership.
Excellent verbal and written communication, organizational, and time management skills.
Ability to prioritize multiple and simultaneous projects, issues, and meet deadlines.
Proactive and enjoy working in a fast-paced environment.
Confidence and ability to interact with people at all levels of the organization.
Dependable and trustworthy.
Physical, Mental & Environmental Demands
To comply with the Rehabilitation Act of 1973, the essential physical, mental, and environmental requirements for this job are listed below. These are requirements normally expected to perform regular job duties. Incumbent must be able to successfully perform all of the functions of the job with or without reasonable accommodation.
Mobility
Standing – 20% of time
Sitting – 70% of time
Walking – 10% of time
Strength
Pulling up to 10 Pounds
Pushing up to 10 Pounds
Carrying up to 10 Pounds
Lifting up to 10 Pounds
Dexterity (F = Frequently, O = Occasionally, N = Never)
Typing – F
Handling – F
Reaching – F
Agility (F = Frequently, O = Occasionally, N = Never)
Turning – F
Twisting – F
Bending – O
Crouching – O
Balancing – N
Climbing – N
Crawling – N
Kneeling – N
The salary range is required by the California Pay Transparency Act and may differ depending on the location of those candidates hired nationwide. Actual compensation is influenced by a wide array of factors including but not limited to skill set, education, licenses and certifications, essential job duties and requirements, and the necessary experience relative to the job’s minimum qualifications. This target salary range is for CA positions only and should not be interpreted as an offer of compensation. You may view your privacy rights by reviewing Qcells' Privacy Policy or by contacting our HR team for a copy.
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