Legal Operations Manager

The Legal Operations Manager will be responsible for designing, building, and leading the organization’s Legal Operations function from the ground up. This role will establish the strategy, systems, and processes necessary to support the Legal Department’s effectiveness, control outside counsel spend, and deliver measurable business value across the company.

The Legal Operations Manager will partner closely with the General Counsel, Finance, and business leadership to bring structure, visibility, and financial discipline to the Legal function. The immediate priority for this role is the selection and implementation of a legal billing and matter management system that will govern how the company engages, monitors, and pays outside counsel. Focuses will include:

1. Legal billing and matter management system implementation
2. Outside counsel and vendor management
3. Legal budgeting, accruals, and spend reporting
4. Contract lifecycle management
5. Compliance, records, and legal hold administration
6. Legal department process design and technology

This role requires a strategic builder who can stand up a complete legal operations infrastructure, including billing and matter management systems, implement outside counsel guidelines, contract workflows, budget and reporting frameworks, and knowledge management resources. The individual will also establish the tools, processes, and measurement frameworks needed to ensure Legal Department initiatives deliver measurable cost savings, efficiency gains, and risk reduction.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other job-related duties may be assigned.

Billing & Matter Management System Implementation

• Lead the end-to-end selection, implementation, and ongoing administration of an e-billing and matter management system, including requirements gathering, vendor evaluation, demonstrations, contract negotiation, and company-wide rollout.
• Develop the business case, implementation budget, and project roadmap; manage the vendor relationship and internal project plan through go-live and stabilization.
• Configure the system, including matter taxonomy, timekeeper rates, budget controls, approval hierarchies, and automated invoice review rules that flag billing guideline violations before payment.
• Implement,publish, and enforce outside counsel billing guidelines covering approved rates, staffing and leverage expectations, block billing, administrative time, and reimbursable expense standards.
• Establish invoice intake, review, approval, and dispute resolution workflows that route each invoice to the appropriate internal reviewer within defined service levels.
• Integrate the billing system with Accounts Payable, the general ledger, and related financial systems to ensure accurate matter coding, accrual reporting, and timely payment.
• Migrate historical matter, vendor, and spend data into the new platform and validate data integrity prior to launch.
• Train legal staff, business partners, and outside counsel firms on system use; develop user documentation, training materials, and ongoing support resources.
• Monitor system adoption, invoice compliance rates, and data quality following launch, and continuously refine configuration, guidelines, and reporting.

Outside Counsel & Vendor Management

• Manage the outside counsel panel, including firm selection, engagement letters, conflicts intake, rate negotiations, and annual rate review cycles.
• Develop and maintain law firm performance scorecards measuring cost, cycle time, responsiveness, budget accuracy, and outcome quality.
• Negotiate alternative fee arrangements, volume discounts, and fixed-fee structures to improve cost predictability.
• Manage relationships with legal service providers including e-discovery vendors, court reporters, translation services, and legal technology suppliers.
• Conduct periodic vendor audits and competitive bidding processes to validate market rates and service levels.

Legal Budgeting & Financial Reporting

• Build and manage the Legal Department’s annual operating and outside counsel budget in partnership with the General Counsel and Finance.
• Develop matter-level budgets and track actual spend against forecast, escalating variances to the General Counsel.
• Prepare monthly and quarterly accruals, forecasts, and variance analyses in coordination with Finance and Accounting.
• Deliver spend analytics, dashboards, and executive reporting on legal cost drivers, matter volume, and department performance.
• Identify and quantify cost-savings opportunities through work reallocation, insourcing, panel consolidation, and process improvement.

Contract Lifecycle Management

• Evaluate, implement, and administer a contract lifecycle management platform aligned to the company’s contracting volume and risk profile.
• Design contract intake, review, approval, and signature workflows with clearly defined ownership and turnaround expectations.
• Build and maintain contract templates, negotiation playbooks, and a standard clause library that enable business self-service for routine agreements.
• Maintain a centralized, searchable contract repository with accurate metadata, renewal dates, and obligation tracking.
• Report on contract volume, cycle time, and process bottlenecks, and implement improvements based on the data.

Compliance, Records & Legal Hold Administration

• Administer legal hold issuance, acknowledgment tracking, and release; coordinate with Information Technology on data preservation and collection.
• Maintain the company’s record retention schedule and partner with departments on compliant retention and disposition practices.
• Support corporate entity management, including state registrations, annual filings, and maintenance of corporate records.
• Coordinate the Legal Department’s response to audits, subpoenas, insurance reporting, and regulatory inquiries.
• Maintain department policies and ensure adherence to internal controls and documentation requirements.

Process, Technology & Knowledge Management

• Design and document Legal Department workflows, intake processes, escalation paths, and service level expectations for business partners.
• Evaluate, recommend, and implement legal technology that improves efficiency, visibility, and self-service capability.
• Build knowledge management resources including precedent libraries, FAQs, and guidance materials for business teams.
• Establish the department’s metrics and reporting framework, and produce recurring reporting for the General Counsel and executive leadership.
• Lead change management, communication, and training for new legal processes, policies, and systems.

Department Operations

• Serve as the primary liaison between Legal and Finance, Information Technology, Human Resources, Procurement, and Risk Management.
• Manage department reporting cadences, leadership meeting materials, and cross-functional project coordination.
• Project management of training legal department personnel on company policies and Legal Department processes.