Legal Operations Admnistrator at Avanci, LLC – Dallas, Texas

At Avanci (https://www.avanci.com/), we’re redefining the future of global patent licensing through premier independent platforms. Partnering with leading high-tech companies, we're driving transformative and optimized patent licensing for advanced technologies and products. In the automotive space we've streamlined the licensing of over 200 million connected vehicles to date (https://www.avanci.com/vehicle/) and are continuously expanding into new verticals.

We are seeking a highly organized and detail-oriented Legal Operations Administrator to support the Legal Department across operational, administrative, and financial functions. This role will serve as a key partner in managing legal budgets, tracking outside counsel spend, and improving operational efficiency, while also supporting core legal activities such as contract administration, case tracking, and corporate record management.

This position is ideal for someone with a strong foundation in legal support who is interested in the operational and financial side of a legal function.

Essential Functions and Responsibilities

Legal Operations & Budget Management

Serve as a Legal Tracker company administrator responsible for invoicing, external counsel relationship management, new counsel onboarding, and matter managementSupport management of the legal department budget, including forecasting, accruals, and variance analysisMonitor and review outside counsel invoices for accuracy, compliance with billing guidelines, and budget alignmentPartner with Finance to support monthly close activities, reporting, and cost trackingMaintain and update legal matter budgets and provide regular reporting to internal stakeholdersIdentify opportunities to improve cost efficiency and implement legal operations best practices

Case & Matter Management

Maintain legal matter tracking systems, including status updates, deadlines, and documentationAssist with discovery, document management, and retention processes

Contract & Corporate Administration

Support contract lifecycle management, including tracking, organization, and execution processesAdminister companywide Document Management System, including maintaining and organizing corporate records, contracts, board materials, correspondence, and governance documentsAssist in preparing legal documents and internal communications for attorney review

Administrative & Operational Support

Coordinate meetings, calendars, and communications for the legal teamAssist with legal policy development and training initiativesMaintain and periodically update legal templates, playbooks, and knowledge resources

Required Knowledge, Skills, and Abilities

Strong proficiency in Microsoft Office (Excel skills required for budget tracking and reporting)Exceptional organizational skills and attention to detailAbility to manage multiple priorities and meet deadlines in a fast-paced environmentStrong analytical and problem-solving skills, particularly related to financial dataExcellent written and verbal communication skillsAbility to handle confidential information with discretionExperience working with outside counsel billing and legal spend managementFamiliarity with contract lifecycle management tools or matter management systems, such as EponaExposure to patent, licensing, or corporate legal environments is a plus

Education/Certification

Bachelor’s degree preferred

Required Experience

5–8+ years of experience in a legal, paralegal, or legal operations roleExperience with legal billing systems, budgeting, or financial tracking strongly preferred

Competencies

Financial AcumenLegal Operations & Process ImprovementAttention to DetailCommunication & Stakeholder ManagementOrganization & Execution