Legal Operations Coordinator

Job Description:
We are looking for a highly motivated, detail-oriented, and organized self-starter to support our growing business, legal department, and retail operations across a wide array of matters. Serving as a key cross functional liaison, this role manages core legal administrative functions such as: contract administration and reporting, while also overseeing retail permitting, licensing, and regulatory compliance across retail stores, luxury consignment offices, and authentication centers. This position offers significant autonomy and is ideal for an experienced administrative professional or paralegal looking to support an in-house legal team while driving key retail and operational projects across the finish line.

Key Duties & Responsibilities:

Retail Permitting, Licensing & Compliance

• Permit & License Acquisition: Ensure prompt and accurate completion of applications,
  renewals, and supporting documentation for retail permits and business licenses across Luxury Consignment Offices (LCOs), retail storefronts, and authentication centers.
• Specialized Licensing Requirements: Work with internal stakeholders to oversee maintenance of secondhand dealer licenses, exotics and import/export regulatory compliance requirements.
• Entity Management: Oversee and maintain up -to-date compliance tracking and record keeping for company's nation-wide annual filings.
• Regulatory Compliance: Maintain up-to-date working knowledge of local regulatory, and
  municipal licensing requirements across diverse jurisdictions; maintain permitting and licensing databases to ensure continuous compliance.
• Vendor & Partner Management: Direct external licensing service provider (CT Corporation)
  on license research; monitor vendor performance for accuracy and timely permit renewals across municipal and state jurisdictions.
• Inspection Coordination: Liaise with internal stakeholders, store operations, and local municipal authorities to schedule and coordinate necessary on-site property inspections.

Legal Administrative Support & Contract Management

• Contract Lifecycle Management: Chief administrator for the company's Contract Lifecycle
  Management (CLM), ConcordNow: enter metadata, assist with formatting requests, compare
  redlines, process and distribute executed agreements effectively, run reports as requested, and follow up proactively with business stakeholders to finalize contracts.
• File & Information Administration: Maintain electronic share files, manage legal department filing systems, and handle sensitive, proprietary, and highly confidential information with absolute discretion.
• Legal Research & Special Projects: Assist in-house attorneys with legal research projects,
  corporate governance administration, and other assignments as needed.

Cross-Functional Collaboration & Project Operations

• Stakeholder Alignment: Act as a central communication bridge between internal departments (Legal, Retail Operations, Procurement, Finance, Accounting, Creative, Marketing, Sales etc.) and external entities, and government agencies as necessary.
• Process Refinement: Collaborate with the in-house attorneys, Legal Operations Manager and other business stakeholders to refine corporate workflow processes, document templates, and operational efficiencies.
• Project Driving: Rigorously track project deadlines, gather necessary documentation
  independently, and drive cross-functional initiatives across the finish line with minimal direct
  supervision

Skills/Experience:

 

• Preferred: Experience administering in-house legal technology platforms, in commercial real estate or retail operations, or as a law firm secretary, or legal assistant/paralegal.
• 2 to 5+ years of experience in legal administration, property coordination, corporate operations, or project management.
• Proficient in G-Suite (Docs, Sheets, Slides), Microsoft Office, and Adobe Acrobat.
• Experience with Legal Tech tools (CLM software, Onit billing platform).
• Familiarity with licensing software/vendors (e.g., CT Corporation) is advantageous.
• Impeccable integrity with a proven track record of handling sensitive and confidential information.
• Exceptional organizational skills with precise attention to detail and accuracy.
• Strong interpersonal and relationship-building skills across diverse organizational levels.
• Proactive, agile problem-solver capable of managing competing priorities in a fast-paced environment.
• Clear, concise, and professional written and verbal communication skills.

Degree Requirement: Bachelors degree or equivalent practical work experience.