Daikin Applied Americas
Legal Operations Administrator
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The Legal Operations Administrator supports the efficiency, effectiveness, and strategic execution of the Legal Department. This role plays a critical part in optimizing legal workflows through managing legal processes, technology, and data; providing legal assistance in support of commercial contracts and supply chain agreements, litigation management and employment matters, merger and acquisition activities, and regulatory compliance and governance; and supporting the legal team to streamline operations, reduce risk, and enhance service delivery.
The ideal candidate is highly organized, detail-oriented, and comfortable working cross-functionally in a fast-paced environment, and is adept at assembling and working with confidential and sensitive information. The role requires the ability to answer correspondence and to interact with a diverse group of external callers and colleagues at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a diverse workload, and to recommend changes in office practices or procedures.
Location: Plymouth, MN - Hybrid
Your Responsibilities
Legal Operations, Technology & System Administration, Data Management
- Support the day-to-day operations of the legal department, ensuring efficient workflows and processes supporting commercial, operational, litigation, and corporate development activities
- Maintain matter management systems, including updates, documentation, and reporting, opening and closing matters in file management system, sending engagement letters/guidelines, obtaining information from outside providers, finalizing letters, and obtaining signatures and filing.
- Support legal billing processes, including invoice review, submission, and approvals
- Ensure proper organization and storage of legal documents and records
- Assist in identifying opportunities for process improvements and automation
- Manage and support legal technology tools (e.g., CLM, e-billing, document management systems)
- Administer contract lifecycle management (CLM) systems, including intake, routing, tracking, and reporting, and enabling permissions across user groups.
- Serve as a primary point of contact for system users, including troubleshooting and training
- Assist in system implementations, upgrades, and integrations
- Utilize legal operation tools to run reports, generate metrics and perform data visualizations (e.g., spend, contract cycle times, matter status)
- Maintain data integrity across legal systems and tools
- Run recurring reports and support data analysis to inform strategic decisions
Legal Assistance
Contract & Matter Management
- Coordinate with sales, procurement, and operations to ensure timely contract execution
- Administer contract lifecycle management (CLM) processes for:
- Sales agreements with distributors, contractors, and customers
- Supplier and vendor agreements
- NDAs, pricing agreements, and service contracts
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Litigation & Dispute Management
- Serve as liaison between internal stakeholders and outside counsel
- Support document preservation, legal holds, and eDiscovery in coordination with IT and business teams
- Assist in preparation for hearings, mediation, arbitration, and trial
Mergers & Acquisitions
- Assist with entity management, including maintaining corporate records, organizational charts, governance documents, and annual filings
- Support post-closing integration of acquired entities, including maintaining trackers for legal-related actions items and coordinating with legal
Compliance Support
- Assist with compliance tracking, audits, and reporting requirements
- Maintain records related to regulatory obligations and internal policies
- Support enterprise risk management initiatives as needed
Employment Law Support
- Support employment law document management, preservation, and legal holds
- Establish and maintain a repository for employment law templates, playbooks, guidance documents, and process maps
- Support employment-related matters in acquisitions by coordinating information requests and organizing employment-related documentation
- Track action items arising from employment-related audits and compliance reviews
- Support implementation of employment law initiatives and compliance programs including maintaining project plans, coordinating information requests, and tracking action items and deliverables
Administrative Support
- Intake and route service of process and corporate agent notifications
- Coordinate execution of documents, signature packets and notarizations
- Manage billing and invoices from law firms, environmental firms, discovery firms, and other experts that need processing on a timely and accurate basis, including screening invoices, and communicating with law firms when deficiencies are found, working cross functionally to ensure bills are paid timely, and maintaining vendor list.
- Manage check requests for settlements, non-routine invoices, etc.
- Interface with Finance team to ensure timely issuance of checks, resolve invoice issues, and address related financial work in support of the Legal Department
- Assist Legal team with conference and CLE registrations, travel arrangements, expense report preparation, and managing expenses
- Plan, organize, coordinate and support internal and external meetings, conferences, and arrangements
- Track and record training delivered by Legal Team, conducts surveys of training delivered and prepares reports
- Assist Legal team with resolving technology and security issues and ensuring teams have needed technology
- Maintain office supplies and anticipate needs of Legal team to ensure smooth functioning operations
- Partner with finance, procurement, IT, and business stakeholders
- Provide support and guidance to internal clients on legal processes and tools
- Assist with training and communication related to legal operations initiatives
- Field and respond to routine questions
- Performs administrative and office support, including generating, finalizing and formatting presentations and spreadsheets, maintaining of filing system and contact database, and sorting and distributing the mail
- Greet visitors and determine access to appropriate parties.
- Other duties as defined
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Your Qualifications
- Bachelor’s degree
- 2-5 years of experience needs to include performing legal operations support, performing legal assistance responsibilities and supporting executive level manager
- Strong organizational and project management skills; solutions focused
- Strong attention to detail and ability to manage multiple priorities
- Excellent verbal and written communication skills
- Ability to work independently and collaboratively across teams
- Ability to communicate effectively with multiple levels of employees
- Proven organizational and time management abilities
- Exceptional problem-solving and analytical skills
- Ability to maintain professionalism and strict confidentiality with all materials
- Ability to exercise discretion and independent judgement
- Proficiency in legal technology tools and Microsoft Office 365
Preferred Qualifications
- Bachelor’s degree in business administration, legal studies, or a related field
- Experience with CLM, e-billing, or matter management systems
- Familiarity with legal workflows, contracts, and compliance processes
- Experience with data analytics or reporting tools (e.g., Power BI)
- Process-oriented with a continuous improvement mindset
- Tech-savvy and adaptable to new systems
- Proactive and resourceful
Your Benefits
Daikin Applied offers the following benefits for this position, subject to applicable eligibility requirements:
- Multiple medical insurance plan options + dental and vision insurance
- 401K retirement plan with employer match
- Paid time off and company-paid holidays
- Paid sick time in accordance with the federal, state and local law
- Tuition Reimbursement after 6 months of continuous service
Work visa sponsorship is not available for this position
The typical annual base salary for this position ranges from $66,000-$108,800 in Minnesota. The range displayed represents the pay range for all positions in the job grade in which this position falls. Individual base pay will depend on a wide range of factors, including your skills, qualifications, experience, and location.
If you're looking for an engaging career with growth opportunities in a supportive environment, you'll love a career at Daikin Applied!
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