Document Control and Legal Spend Coordinator
Q CELLS USA Corp., Irvine, CA, United States
Description
POSITION DESCRIPTION
The Document Control and Legal Spend Coordinator is responsible for maintaining various legal document version control, assisting with processing legal invoices, and providing general administrative support as necessary. This position acts as a liaison between Legal and cross‑functional business teams. It reports to and works 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) by:
Interfacing with vendors/service providers and cross‑functional teams to process invoices.
Identifying billing discrepancies and communicating directly with law firm billing coordinators to resolve adjustments or rejections.
Maintaining, monitoring, and tracking monthly, quarterly, and annual legal spend against departmental budgets.
Coordinating 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 the e‑billing platform ensuring all matters are properly opened and tiered (future project).
Provide general administrative support including 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.
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.
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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 providing general administrative support as necessary. This position acts as a liaison between Legal and cross‑functional business teams. It reports to and works 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) by:
Interfacing with vendors/service providers and cross‑functional teams to process invoices.
Identifying billing discrepancies and communicating directly with law firm billing coordinators to resolve adjustments or rejections.
Maintaining, monitoring, and tracking monthly, quarterly, and annual legal spend against departmental budgets.
Coordinating 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 the e‑billing platform ensuring all matters are properly opened and tiered (future project).
Provide general administrative support including 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.
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.
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