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Legal Operations Coordinator (Systems Administrator)


Oklahoma City, OK
Job Code:
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Job Details

Legal Operations Coordinator (Systems Administrator)

Legal Operations Coordinator (Systems Administrator)

Location:  Oklahoma City, OK, US, 73120

Req ID: 96242

BASIC PURPOSE: Focus on optimizing the Legal Department’s internal processes, technology and tools to ensure efficiency and quality in the delivery of legal services and the operation of the Legal Department and administer the Legal Department’s matter management and e-billing system.



  • Research, define, launch and drive strategic and operational initiatives around departmental processes, technology systems and tools
  • Identify, track and report on key operational and substantive metrics for the Legal Department, in coordination with General Counsel and IT, as requested
  • Provide guidance on technology and systems in partnership with administrators of Legal Department systems, IT and others, as necessary, to improve team efficiency and effectiveness
  • Support rollout of and training on new systems and programs designed to improve team efficiency, effectiveness and development
  • Undertake to understand on technical and functional levels, all Legal Department technological resources and systems
    • Prepare reports and materials for use by legal team members and others, including but not limited to audit and other reports analyzing data within various Legal Department systems, as requested
    • Assist in drafting and administering processes and procedures associated with Legal Department systems and programs
    • Oversee and administer the department matter management and e-billing system (“Legal Tracker”), including but not limited to, setting up new vendors and law firms, researching and inputting timekeeper rate information and discounts, creating new matters and approval routes, auditing matters and other information, and reviewing and reconciling invoices to ensure accurate and timely payment
    • Stay current on Legal Tracker functionality, features and updates; train outside counsel, Legal Department employees and business clients in its operation and day-to-day use
    • Act as the primary liaison for outside counsel in regard to the operation of and troubleshooting for Legal Tracker
    • Uphold the highest standards of confidentiality and discretion as to departmental and Company dealings, information and projects
  • Other projects and tasks as assigned



  • Education: Bachelor’s Degree or equivalent practical experience (MBA preferred).
  • Experience: Minimum of 3 years’ experience in areas of operations, project or program management in a corporate or government legal department or law firm; prior experience developing and implementing tools and programs to improve efficiencies, effectiveness and/or quality of services; experience using an electronic billing and matter management solution.



  • Skills: Proficient in Microsoft Word, Excel and PowerPoint and ability to learn new software applications and programs; proactive, entrepreneurial approach to recognizing needs, solving problems, anticipating issues and developing solutions; ability to type efficiently and accurately; 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.
    • Possible infrequent overnight travel.
    • Requires a valid Oklahoma Driver’s License, vehicle insurance and access to transportation.

Job Function(s): Legal

Founded in 1964 by Tom Love, Love’s Family of Companies is headquartered in Oklahoma City, Oklahoma, and remains entirely family owned and operated. With more than 300 locations in 40 states, Love’s approximate growth rate is 20 stores per year. Love’s has consistently ranked in the top 10 on Forbes’ Magazine’s annual listing of America’s largest privately held companies. From the first filling station in Watonga, Oklahoma, the Love’s commitment has remained the same: “Clean Places, Friendly Faces.”

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.

Nearest Major Market: Oklahoma City
Nearest Secondary Market: Oklahoma

Job Segment: System Administrator, Operations Manager, Program Manager, Law, Technology, Operations, Management, Legal

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

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