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Job Description

The Legal Operations Administrator will have a pivotal role in supporting the Director, Compliance & Privacy and the overall Global Legal Department with a variety of operational and administrative needs. Areas of focus include processing legal invoices, assisting with department budget data collection, and administrative duties for the Law Department leadership team (“Law Department LT”), including but not limited to calendar management, travel arrangements, expense reporting, event planning, office mail management, document management, and more.

This position will serve Rheem Enterprise Division located in Atlanta, Georgia (In-Person 4 days a week Monday- Thursday).

Responsibilities

• Assist with financial administration for the Law Department, including, but not limited to, processing approved invoice batches to AP, payment research, oracle vendor setups, and settlement check request processing.
• Apply knowledge and application of eBilling practices to assist with new matter intake, enter new matters in eBilling system and assist lawyers with the set-up and updates to open matter budgets. Proactively monitor the system to keep records up to date, including, but not limited to managing matter lifecycles to ensure timely closing of matters as well as matter reconciliation to confirm that we have engagement letters for new matters and compliance with Outside Counsel Billing Guidelines.
• Support responses to data requests, subpoenas, or other documents requests in relation to subpoenas, bankruptcies, financial audits, or other areas received by the Law Department.
• Provide confidential administrative support to Global Law Department and enhance office effectiveness.
• Assist with gathering information for the Law Department budget and perform invoice reconciliations/audits, as needed.
• Manage Law Department mail distribution and Service of Process for documents received at Rheem Headquarters.
• Establish, maintains, processes, and/or oversees files, correspondence, databases, records, and/or other documents.
• Provide assistance to and liaison with outside counsel and other administrative agencies in the resolution of day-to-day issues as appropriate.
• Manage coordination of signatures on documents using AdobeSign for the Law Department.
• Monitor and update project information, create project tracking documentation, reports and related work throughout project lifecycle.
• Responsible for preparing and submitting expense reports for Directors and above in the Law Department and submitting reports in a timely and accurate manner.
• Coordinating travel arrangements including flight and hotel bookings for Directors and above in the Law Department.
• Collaborate with team to create and enhance Power Point presentations, ensuring accuracy and effective communication of key information.
• Assist with planning onsite and offsite engagement activities.
• Update, organize and maintain content on various sites and legal systems. Including, but not limited to Brightflag, iCertis, Riskonnect, MFILES and Law Department intranet.
• Serve as primary administrator for Iron Mountain, maintaining offsite records and upholding document retention policies through analyzing records and overseeing destruction, as needed.
• Assist team with the onboarding process, including, but not limited to updating internal records with new employee information, onboard scheduling, etc.
• Assist with department technology initiatives, as needed.
• Facilitate legal hold communications and notifications with the IT department, in Coordination with the VP and Deputy General Counsel of Litigation.
• Coordinate and support all Law Department functions and meetings for Chief Legal Officer and members of the Law Department, as needed.
• Perform miscellaneous job-related duties as assigned.

Qualifications

• Bachelor’s Degree preferred, paralegal certificate or 10+ years’ relevant experience working in Corporate Legal or Law Firm.
• Experience working as an Executive Assistant in a corporation or for a Partner in large law firm, preferred.
• Notary Public licensed in the State of GA, preferred
• Must be willing to work in the Enterprise Office to manage law department mail and other items, as needed (in person at least 4 days a week – Monday-Thursday)
• Ability to work with all levels of management.
• Proven proactive problem-solving skills and the ability to work under minimal supervision and possess excellent interpersonal skills.
• Proficient in MS Office Suite-O365 (Outlook, Excel, PowerPoint, Word, Teams)
• Experience with MFILES or similar DMS software – Intermediate.
• Experience with iCertis or similar CLM software- preferred.
• Experience with Clarity or other Project Management Software, preferred
• Experience with Brightflag or similar eBilling software – Advanced.
• Strong Written and Verbal Communication- Advanced.
• Professional and positive work ethic.
• This is a complex position, which requires the candidate to be able to effectively handle a multitude of demands at one time.
• Ability to be discreet and handle confidential information.

About Us

At Rheem, we are dedicated to bringing comfort to people’s lives. As a leading global manufacturer of heating, cooling and water heating equipment, we are innovating all-new ways to deliver just the right temperature while saving energy, water and supporting a more sustainable future. It is an exciting challenge that requires a team of talented, passionate people with a diverse set of skills. From engineers to accountants, sales professionals to support experts, Rheem depends on people to power our innovations. Join Rheem, and help shape the future of products that impact lives—every day.

Rheem is an Equal Opportunity Employer. Rheem encourages all qualified candidates to apply, including those of any race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. The job description above has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job. Equivalent combination of education, experience, and skills may supplement above minimum job requirements.

For U.S. Based jobs, please note that Rheem is unable to hire candidates to be employed in the following states: Alaska, Hawaii, Idaho, Louisiana, Mississippi, Montana, New Mexico, North Dakota, South Dakota, Vermont, West Virginia, or Wyoming.

Rheem and its subsidiaries do not accept unsolicited resumes from recruiters or employment agencies. In the absence of an executed Recruitment Services Agreement, there will be no obligation to any referral compensation or recruiter fee.