Legal Operations Coordinator

First Citizens BancShares · Raleigh, Charlotte

Overview

This is a hybrid role (remote Monday/Friday, in office Tuesday - Thursday). Raleigh, NC or Charlotte, NC.

At First Citizens Bank, we believe meaningful careers are built through meaningful relationships. For more than 125 years, we've supported our clients, communities and colleagues through a culture rooted in connection, collaboration and long-term success.

This role is part of the Legal Operations function within the Corporate Legal Department of a leading financial institution. The position serves as the department's primary resource for legal technology administration, analytics, process automation, and reporting. The individual will manage and optimize legal applications, support technology implementations, develop reporting and dashboards, and drive operational efficiencies across the legal department. The ideal candidate combines experience administering legal operations platforms such as CounselLink with strong technical capabilities in data analytics, business intelligence, reporting automation, and application support. This role will partner closely with Legal, IT, Finance, FP&A, Procurement, and outside counsel to enhance legal department technology and business processes. This position reports to the Head of Legal Operations and offers significant exposure to legal technology strategy, automation initiatives, and enterprise application management.

Responsibilities & Qualifications

Duties & Responsibilities:

Legal Technology & Systems Administration

Serve as co-administrator and subject matter expert for the CounselLink e-Billing and Matter Management platform.
Manage system configuration, user access, security roles, workflows, approval routing, custom fields, templates, and integrations.
Partner with IT and vendors to support legal technology implementations, upgrades, enhancements, testing, and issue resolution.
Troubleshoot application issues and coordinate with LexisNexis and other vendors to resolve system-related matters.
Evaluate and recommend process improvements through technology solutions and automation.
Support administration and optimization of additional legal applications and technology tools as deployed.
Develop system documentation, user guides, training materials, and standard operating procedures.
Conduct user training and provide ongoing support for legal department personnel and outside counsel.
Monitor data quality, system integrity, and platform performance.

Data Analytics, Reporting & Automation

Develop and maintain Power BI dashboards, reports, and visualizations for legal spend, matter management, outside counsel performance, budgeting, and key department metrics.
Design automated reporting solutions that reduce manual effort and improve data accuracy.
Utilize Excel advanced functions, Pivot, and other automation tools to streamline workflows and reporting processes.
Create executive-level presentations and dashboards that translate data into actionable business insights.
Support legal department budgeting, forecasting, accrual tracking, and financial reporting activities.
Analyze legal spend, staffing trends, vendor performance, and operational metrics.
Identify opportunities to automate recurring reports, presentations, workflows, and business processes.
Collaborate with Finance, FP&A, Accounting, Procurement, and IT to ensure consistent and accurate reporting across systems.

Legal Operations Support

Monitor compliance with Outside Counsel Guidelines and established billing controls.
Support onboarding and management of law firms, vendors, and alternative legal service providers within CounselLink.
Assist with vendor performance analysis, rate review initiatives, and legal spend optimization programs.
Maintain department metrics, project plans, trackers, and operational reporting.
Support Legal Operations initiatives and special projects as assigned.
Act as liaison between Legal, IT, Finance, Accounting, Procurement, and external vendors regarding legal technology and operational processes.
Foster knowledge sharing and continuous improvement through a One Team approach.

Qualifications:

Minimum Required Education and Experience: Bachelor's Degree and 6 years' experience OR High School Diploma or GED/Equivalent and 10 years' experience in Legal Operations, E-billing, Legal Assistant/Paralegal Support, and/or Financial Reporting

Additional Qualifications:

-2 to 5 years of experience in hands-on CounselLink ebilling administration
-Strong Excel and reporting skills (experience with analytics tools a plus)
-Strong PPT skills
-Strong Power BI skills
-Familiarity with COUPA, iCertis and Archer softwares
-Familiarity with AI
-Ability to work collaboratively in a highly visible customer service role
-Professional communication skills (oral and written)
-Comfortable with numbers and telling the story of financial data
-Detail oriented, tech-savvy, and organized
-Ability to multi-task and prioritize accordingly
-Capable of handling tasks and seeing the bigger picture of legal dept. operations
-Understanding of legal billing, matter management, and outside counsel guidelines

Position Specific Skills:

Partnerships and collaboration

Analytical skills - data

Project management skills

Additional Information

Benefits are an integral part of total rewards and First Citizens Bank is committed to providing a competitive, thoughtfully designed and quality benefits program to meet the needs of our associates. More information can be found at https://jobs.firstcitizens.com/benefits.