Legal Coordinator

Benchmark has been a trailblazer in senior living for nearly 30 years, operating 70 communities with 7,400 associates across the Northeast. With $3 billion in assets under management and $700 million in annual revenue, the company is experiencing historic growth, expanding its footprint from Boston to Washington DC. Benchmark offers independent living, assisted living, memory care, and continuing care retirement communities, positioning itself as a leader within this growing real estate sector. Senior housing has consistently ranked among the top three real estate sectors for long-term investment returns, and with the Baby Boomer 80+ population projected to grow over 5% annually through 2030, demand is surging.

Job Summary:

The Legal Coordinator is responsible for supporting the efforts of the General Counsel who is his/her direct supervisor and the Legal Team. S/he helps coordinate meetings and schedules, provides computer processing and reporting support, and assists in special projects, as needed.

Principal Duties/Responsibilities:

OVERSEE Document management

• Manage and organize the flow of numerous documents, such as legal summaries and memoranda, contracts, applications, regulatory filings and other records.
• In collaboration with legal staff member(s), prepare and/or edit contracts, PowerPoints, memos.
• Maintaining and organizing digital and physical files, ranging from corporate "permanent document" files to legal subject matter files.

CONTRACT ADMINISTRATION

• Receive submissions of contracts, conduct brief review, determine if a corporate template may be available.
• Assign and track contract to the reviewing attorney and monitor/track status through completion.
• Maintain corporate signed contract digital library on the Hub, including posting with searchable data.

CORPORATE LEGAL TRAINING RESOURCES & TOOLS

• Maintains the Legal page on the internal online shared site ("Hub"), including updating the page when necessary.
• Familiarity and ease with filing system for retrieval for all JV and transactional documents.
• Create and update presentations for legal participation in corporate committees, board meetings, joint venture meetings, etc.

ALLOCATION OF LEGAL-RELATED COSTS

• Prepare monthly invoices to allocate the hourly fees and expenses attributable to several Legal staff members to multiple joint ventures.
• Reconcile and clarify any discrepancies with staff who submit time sheets/summaries.
• Review invoices received from outside counsel and vendors for numerous billing matters to confirm accuracy.
• Indicate proper coding and allocation of such outside counsel/vendor's invoices for payment.
• Codes monthly corporate American Express charges for Legal Team.
• Prepares Legal staff members' expense reports.

LITIGATION-RELATED SUPPORT

• Organize production of responses to litigation-related requests for discovery of documents (such as policies, licenses, copies of records, etc.).
• Coordinate medical records review process and tracks and ensure timely responses throughout company.
• Participate in the online claims tool process by ensuring all claim and litigation invoices are posted to the tool and reconciled to closure.

TRANSACTION ORGANIZATION & SUPPORT

• Entrusted with confidential and private matters in connection with the company's Long Term Incentive compensation ("LTI") program and various legal matters.
• Prepares paperwork in connection with the company's LTI program, including ensuring that all individual 83(b) IRS filings are filed in a timely manner.

STANDARD AND PRACTICES

• Coordinates with Quality Assurance ("QA") team to review updated Policies/Standards & Procedures (S&P), including formatting, ensuring that all review dates are accurate and properly posted to the Policies page on the Hub.

ADMINISTRATIVE SUPPORT TO LEGAL STAFF

• Administrator of portal for legal assignments, such as marketing submissions.
• Organize staff meetings and agendas for Legal Department.
• Maintains retainer agreements and current listing of all outside counsel.
• Makes meeting arrangements for members of the Legal Department with outside counsel, vendors, and/or multi-department internal clients.
• Makes travel arrangements for Legal staff, when necessary.
• Keeps calendar/schedules appointments for members of the Legal Department.
• Maintains office organization (filing, typing, copying, etc.)
• Coordinates/balances competing needs of multiple professionals.

ADDITIONAL DUTIES

• Back-Up to other Executive Assistants, as needed.

Education/Experience/Licensure/Certification:

• High School graduate or equivalent certificate; Associates degree preferred.
• Successful completion of bookkeeping/accounting courses is helpful.
• 3 to 5 years progressive experience in office management.
• Previous experience working in a law firm or in house legal department preferred.

Required Skills/Abilities:

• Knowledge of Microsoft Office (Word, PowerPoint, Excel, Outlook and Access) as well as familiarity with the Internet and its search tools.
• Strong organizational, oral and written communication skills.
• Knowledge of office equipment and ability to trouble shoot problems.
• Maintain absolute confidentiality.
• Attention to detail.
• Ability to multi-task in a fast-paced environment.