Role & responsibilities

Contract management systems (Salesforce)

- Maintain the departments contract templates and standard forms in Salesforce, including version control and publication of approved templates
- Structure and maintain contract records and documents so that agreements, amendments and related documents are complete, correctly linked and retrievable
- Support contract workflow: intake triage, routing, approval status and queue management; provide coverage for US workflow owners during US off-hours and absences
- Monitor data quality, correct incomplete or misfiled records, and run periodic audits of the contract repository
- Field user questions and first-level troubleshooting; escalate configuration and defect issues to the system owners

Outside counsel and invoice administration (Legal Tracker)

- Administer law firm, timekeeper and rate records, including new firm onboarding and rate card maintenance
- Open, update and close matters; maintain matter assignment, budget and status data
- Process invoices: review against the Outside Counsel Guidelines, flag exceptions, route for approval and track through payment
- Follow up with firms on adjusted or rejected invoices, missing accruals and billing discrepancies
- Support accrual collection and month-end close in coordination with Finance

Reporting and analysis

- Prepare recurring and ad hoc reporting on contract volume and cycle time, legal spend, matter status and other department metrics
- Build and maintain trackers, reports and dashboards in Excel, Salesforce and Smartsheet
- Prepare presentations and supporting materials for department, business partner and leadership audiences

Process and documentation

- Document department processes and maintain standard operating procedures, job aids and user guides
- Identify recurring inefficiencies and recommend process improvements

General department support

- Triage incoming requests and tasks, as needed




- Draft emails seeking approvals as necessary
- Review policies and update as needed
- Maintain SharePoint library
- Document solutions redacting, preparing exhibits, formatting and designing PowerPoint presentations, charts, graphs, etc.
- Scheduling and coordinating meetings across functions

Preferred candidate profile Hands-on experience administering a legal or enterprise system – contract lifecycle management, e-billing, matter management or CRM. Direct experience with Salesforce and/or Thomson Reuters Legal Tracker is preferred

- Genuine comfort with administrative and technical work: configuration within defined parameters, data hygiene, template and document structuring, and troubleshooting
- Working knowledge of legal billing concepts, including rate cards, LEDES/UTBMS coding, accruals and outside counsel billing guidelines
- Strong Excel skills (pivot tables, lookups, data clean-up) and the ability to build explicit trackers and reports
- Experience preparing presentations for senior audiences
- Familiarity with concepts and terminologies used in the US legal system
- Effective relationship management skills, passionate and eager to learn, with experience managing multiple legal and organizational projects
- Attention to detail
- Strong written and oral communication skills
- Problem-solver and critical thinker: self-starter willing to identify issues and solutions and provide recommendations to improve efficiencies
- Able to function in a fast-paced environment with competing priorities and demands
- Collaborative
- Willingness to work a schedule that provides meaningful overlap with the US Central time zone

Key Competencies

- Previous work experience of 2-5 years in a reputed law firm / in-house legal support in a company (preferably IT/ITES) / legal process outsourcing firm, including hands-on experience with legal operations systems, e-billing or matter administration

Suitable candidates can share their resume at [email protected]

HR: Mansi Tanwar

📌 Senior Specialist-Legal (Gurugram)
🏢 R1 RCM
📍 Gurugram