Job Summary:

The Corporate Paralegal Operations Coordinator (CP) must be detail-oriented and organized. The CP coordinates the daily tasks related to litigation, claims, and demand letters, and works cross-functionally across the organization. The CP is responsible for providing operational, administrative, and project management support to the Southwest Key Legal Department. The CP will contribute to an administrative capacity by coordinating the successful administration and project management as established and set by the Chief and Vice President of the Department. The CP is a critical player in the day-to-day operations of the Southwest Key Legal Department, including monitoring and evaluating progress toward goals. The CP must have elevated professionalism and discretion as a member of the Legal Department and dealing with sensitive information.

Essential Functions:

• Support with discovery requests and responses, notices, communicate internally with other departments, and set hearings and other litigation tasks, as may be assigned.
• Provide a wide range of administrative support, organizational assistance, and project management to the legal department in a fast-paced environment.
• Maintain a high level of knowledge of the department functions and activities to respond to internal and external inquiries and requests for information and program support.
• Conduct research as requested in preparation for meetings, phone calls, board reports, and business trips.
• Answer and receive incoming calls and correspondence, including fax and email, direct calls to appropriate parties or take messages in a prompt, friendly and professional manner.
• Prepare invoices, reports, memos, letters, and other documents in an accurate and timely manner, using word processing, spreadsheet, database, or presentation software.
• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
• Maintain accurate and current information for billing, data collection, accounts, petty cash, and budget.
• Determine and define project scope and objectives.
• Predict resources needed to reach objectives and manage resources effectively and efficiently.
• Provide project updates consistently to various stakeholders about strategy, adjustments, and progress.
• Monitor progress and adjust as needed.
• Measure project performance to identify areas for improvement.
• Review and summarize facts and information related to legal matters and communicate to related stakeholders.
• Research, develop, and implement systems to aid the Southwest Key administration in assisting departments to become more operationally efficient.
• Provide adequate support by being actively involved in tracking and implementation of operative strategic goals.
• Collaborate with the Management teams to maintain Southwest Key’s global operational standards, innovation, and compliance.
• Maintain an essential level of knowledge of all departments’ functions and activities to respond to internal and external inquiries and requests for information and departmental support.
• Support in the monitoring and maintenance of compliance matters for the organization, licensing, and funding sources.
• Performing administrative tasks, such as making travel arrangements, answering phones, scheduling multiple meetings, coordinating agendas, taking notes, etc.
• Facilitating cross-channel feedback from customers and employees to management and executive teams.
• Observing, reviewing, and analyzing processes to identify inefficiencies and areas where improvements could be made.
• Identifying and resolving any problems in employee performance and corrective action plans; employee motivation and rewards.
• Create daily meeting briefs, relevant documents, and key players for all scheduled meetings.

Other Functions:

• Develop and maintain productive relations with local, state, and federal contacts and organization standards.
• May be responsible for generating other reports as assigned.
• Participate in and comply with all meetings, assignments, process improvement, and quality improvement initiatives as assigned by the Operations Lead.
• Must be available to travel to other cities, states, SWK sites, and community sites as needed to support necessary program operations and as needed for required training and implementation of new initiatives.
• Able to react to change productively and oversee other essential tasks as assigned.

Qualifications and Requirements:

• A bachelor’s degree in a related field or four (4) years experience of paralegal experience.
• Experience organizing and managing a diverse range of assignments.
• Proficient in Microsoft Office and Excel software.
• Strong research and analytical skills.
• Detail-oriented and able to work through conflict with a professional approach.

Physical Demands:

Must be able to read, write, and communicate verbally and in writing to express and exchange ideas. While performing the responsibilities of this job, the employee must be able to access all components of the workstation and other office equipment. Frequent typing, writing, bending, and twisting. Must be able to lift up to ten pounds.

Work Environment:

General office environment with moderate noise. This position is mostly sedentary, involves sitting most of the time, but may involve walking or standing for brief periods. A busy environment with unscheduled interruptions.