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Legal Administrative Assistant & E-Billing Coordinator


Oklahoma City, OK
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Job Details

Legal Administrative Assistant & E-Billing Coordinator
Legal Administrative Assistant & E-Billing Coordinator
Location:  Oklahoma City, OK, US, 73120

Req ID: 82281

BASIC PURPOSE: Provide full range of secretarial and administrative support to multiple members of the Legal Services

department, including clerical, receptionist, technical and organizational assistance, as well as administrative support for the department’s e-billing and matter management systems.  Project a professional Company image through in-person, telephone and electronic communication.



  • Perform general clerical duties, including but not limited to, photocopying, faxing, scanning, emailing, mailing, answering the phone, greeting clients, setting up conference calls and meetings, distributing mail, making travel arrangements, running off-campus errands, and ordering and stocking office supplies.
  • Timely log correspondence, contracts and other documentation into the department’s document management system and the Company’s contract management system.
  • Draft, edit and proofread correspondence and other documents with high degree of accuracy, and file or distribute, as needed.
  • Timely create legal project files and maintain organized legal file system consistent with departmental requirements.
  • Prepare correspondence, reports and materials for use by legal team and others, including but not limited to, engagement letters, audit reports, and various other reports analyzing data within our various systems or as requested.
  • Maintain current and accurate dockets and databases.
  • Assist in researching, developing and administering various legal and non-legal processes, procedures, and projects. 
  • Assist in responding to subpoenas and discovery requests as well as participating in other aspects of litigation management including legal holds; receive and distribute legal matters served on the company via service agent or otherwise.
  • Assist in administering all aspects of the department’s e-billing and matter management system, including but not limited to, setting up new vendors and laws firms, researching and inputting timekeeper rate information, creating new matters and approval routes, auditing matters and other information, and reviewing and reconciling invoices.
  • Assist both in-house and outside counsel with training and troubleshooting in all aspects of e-billing and matter management system.
  • Uphold the highest standards of confidentiality and discretion as to departmental and Company dealings, information and projects.
  • Other duties assigned as needed.



    • Education: HS Diploma or equivalent required.
  • Experience: Minimum of two years’ experience as an administrative assistant working in litigation in a law firm or corporate legal department; Minimum two years’ legal billing experience; Experience working in a matter management system and e-billing system strongly preferred; Public Notary designation (or willingness to pursue, if requested)



  • Skills: Proficient in Microsoft Office, ability to learn new software applications and programs, ability to type efficiently and accurately and to transcribe from voice messages or handwritten drafts and notes, ability to communicate effectively (orally and in writing) with diverse individuals and to consistently act in a professional and respectful manner, comfort handling multiple responsibilities simultaneously with multiple interruptions and shifting priorities throughout the workday while still meeting deadlines, excellent memory and organizational ability, and sufficient arithmetic skills to perform routine accounting and mathematical computations.


  • Typical Physical Demands:
    • Requires prolonged stationary positions, and some positioning of self to access under desk storage or low filing drawers.
    • Occasional moving of equipment and/or files up to 50 pounds.
      • Constant operation of office equipment, e.g. computer keyboard, copy machine, printer, and calculator.
      • Ability to perceive sound at normal speaking levels with or without correction, and visual acuity to perform activities such as preparing and analyzing data and figures, transcribing, viewing a computer terminal, and extensive reading.
      • Occasional evening/ or weekend work.
      • Requires a valid Oklahoma Driver’s License, vehicle insurance and access to transportation.



Job Function(s): Legal

Clean Places, Friendly Faces. It's been the guiding principle at Love's for more than 50 years, and it's leading us into the future. We're passionate about serving drivers with clean, modern facilities stocked with plenty of fuel, food and supplies. Love's has two primary kinds of stores. Our 'Country Stores' are fueling stations with a convenience store attached. The larger 'Travel Stops' are located on interstate highways and offer additional amenities such as food from popular restaurant chains, trucking supplies, showers and more. 

The Love's Experience

Love’s was founded in 1964 on the values of integrity, customer focus, strong work ethic, innovation and perseverance. We are looking for these in every person we hire. No matter what job you do for Love’s, your commitment these values will not only continue our legacy of growth, it will also ensure your successful career.

Taking care of our customers and taking care of our people every day!



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