Job Description
Job Description
At Avanci (https://www.avanci.com/), we’re redefining the future of global patent licensing through premier independent platforms. Partnering with leading high-tech companies, we're driving transformative and optimized patent licensing for advanced technologies and products. In the automotive space we've streamlined the licensing of over 200 million connected vehicles to date (https://www.avanci.com/vehicle/) and are continuously expanding into new verticals.
We are seeking a highly organized and detail-oriented Legal Operations Administrator to support the Legal Department across operational, administrative, and financial functions. This role will serve as a key partner in managing legal budgets, tracking outside counsel spend, and improving operational efficiency, while also supporting core legal activities such as contract administration, case tracking, and corporate record management.
This position is ideal for someone with a strong foundation in legal support who is interested in the operational and financial side of a legal function.
Essential Functions and Responsibilities
Legal Operations & Budget Management
- Serve as a Legal Tracker company administrator responsible for invoicing, external counsel relationship management, new counsel onboarding, and matter management
- Support management of the legal department budget, including forecasting, accruals, and variance analysis
- Monitor and review outside counsel invoices for accuracy, compliance with billing guidelines, and budget alignment
- Partner with Finance to support monthly close activities, reporting, and cost tracking
- Maintain and update legal matter budgets and provide regular reporting to internal stakeholders
- Identify opportunities to improve cost efficiency and implement legal operations best practices
Case & Matter Management
- Maintain legal matter tracking systems, including status updates, deadlines, and documentation
- Assist with discovery, document management, and retention processes
Contract & Corporate Administration
- Support contract lifecycle management, including tracking, organization, and execution processes
- Administer companywide Document Management System, including maintaining and organizing corporate records, contracts, board materials, correspondence, and governance documents
- Assist in preparing legal documents and internal communications for attorney review
Administrative & Operational Support
- Coordinate meetings, calendars, and communications for the legal team
- Assist with legal policy development and training initiatives
- Maintain and periodically update legal templates, playbooks, and knowledge resources
Required Knowledge, Skills, and Abilities
- Strong proficiency in Microsoft Office (Excel skills required for budget tracking and reporting)
- Exceptional organizational skills and attention to detail
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment
- Strong analytical and problem-solving skills, particularly related to financial data
- Excellent written and verbal communication skills
- Ability to handle confidential information with discretion
- Experience working with outside counsel billing and legal spend management
- Familiarity with contract lifecycle management tools or matter management systems, such as Epona
- Exposure to patent, licensing, or corporate legal environments is a plus
Education/Certification
- Bachelor’s degree preferred
Required Experience
- 5–8+ years of experience in a legal, paralegal, or legal operations role
- Experience with legal billing systems, budgeting, or financial tracking strongly preferred
Competencies
- Financial Acumen
- Legal Operations & Process Improvement
- Attention to Detail
- Communication & Stakeholder Management
- Organization & Execution