Legal Operations Specialist

The Legal Operations Specialist will provide legal and operational support to the Legal Department of Mattress Firm, Inc. by assisting attorneys with contract administration, litigation and claims management, corporate governance, compliance initiatives, legal research, document management, and special projects. The Legal Operations Specialist will serve as a key business partner to internal clients and help ensure that legal matters are handled efficiently, accurately, and in a manner consistent with Mattress Firm's business objectives and risk management standards. This position requires strong organizational skills, attention to detail, sound judgment, and the ability to manage multiple priorities in a fast-paced environment. The successful candidate will be comfortable working independently while collaborating closely with attorneys, internal business partners, and outside counsel.

Essential Responsibilities

• Oversee operations of the Legal Department (other than the furnishing of legal advice).

• Identify and implement process improvements to increase team efficiency, standardize workflows and reduce operational friction.

• Develop internal resources (e.g., department-specific glossaries, precedent bank, deal binders, etc.).

• Where needed, support change management efforts to drive implementation of Legal Department initiatives. Examples of duties include, without limitation, facilitate updates to Company privacy policies and distribute, collect and track data privacy agreements and confidentiality agreements.

• Serve as the Legal Department’s primary point of contact for Mattress Firm’s Contract Lifecycle Management (“CLM”) tool and ensure all new contracts are entered into the CLM database.

• Coordinate collection of signatures and contract execution processes.

• Coordinate periodic certifications, disclosures, and compliance questionnaires.

• Partner with Communications Department to manage enterprise-wide communications from the Legal Department.

• Review and route incoming mail and fax communications; manage Legal Department’s email inbox;

• Serve as primary point of contact for legal matter management platform and set up matters in such platform for billing. Serve as inbound point of contact for billing and invoicing. Route and code all invoices;

• Perform filing in accordance with Company policy;

• Assist members of the Legal Department with preparation of report-outs and other materials as requested.

• Assist attorneys with the management of commercial litigation, employment litigation, consumer disputes, real estate disputes, and other contested matters.

• Track and monitor litigation deadlines, court dates, discovery obligations, and reporting requirements.

• Assist with implementation and management of legal holds.

• Manage discovery requests, subpoenas, and records requests.

• Complete all required training modules and certifications prior to the due date.

• Ensure all safety policies and procedures are followed to ensure a safe work environment for all.

• Communicate professionally with all internal and external contacts.

• Follow all Company policies and execute Company standards on appearance and functionality as well as appropriate brand representation.

• Communicate any concerns or issues to leadership to ensure proper efficiency of department and Company operations.

Non-Essential Responsibilities

• Provide ad hoc project management, research and other support as requested by attorney members of the Legal Department.

• Execute Company initiatives and other activities requested by supervisor.

• Update job knowledge by participating in educational opportunities.

• Contribute ideas on ways to optimize or improve the team, the department, and the Company.

Education

• Bachelor's Degree in a related field preferred

Professional Experience

• 7+ Years as a legal assistant, contracts manager, project manager, legal operations or compliance-focused role, preferably within a large company or law firm with a national presence required

Skills List

• Advanced proficiency in using Microsoft Office Suite (Outlook, PowerPoint, Word and Excel). Familiarity with legal operations tools, contract lifecycle management tools and document and/or matter management systems.

• Excellent verbal and written communication skills, with the ability to convey complex information clearly and concisely.

• Strong organizational and time management skills, with the ability to manage multiple tasks and prioritize effectively and independently. Able to bring projects to conclusion in a timely manner.

• Meticulous attention to detail, ensuring and maintaining accuracy in all aspects of work, in a high-pressure, fast-paced environment.

• Strong ability to analyze situations, identify problems, and develop creative solutions. Must have a natural curiosity and strong commitment to continuous learning and asking questions.

• Proven ability to work collaboratively with cross-functional teams and build strong working relationships. Able to lead and drive behavioral change as appropriate. Must be comfortable working with senior management and executives and have demonstrated excellence in client service.

• Able to maintain confidentiality of sensitive and confidential information handled by the Legal Department.

• Strong ability to work independently.

Competencies & Knowledge

• Microsoft Office Suite (Outlook, PowerPoint, Word, Excel)

• Legal operations tools, contract lifecycle management tools and document management systems

Licenses and Certifications

• Paralegal certificate preferred

California Residents

We will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the California Fair Chance Act, the City of Los Angeles Fair Chance Initiative for Hiring Ordinance, and the Los Angeles County Fair Chance Ordinance, where applicable.

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