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Years of Experience
Date Last Verified
Legal Assistant The candidate will be responsible for supporting and backing up the Contracts Manager in the overall functions of the Legal Department. Will deliver company, client and customer expectations by ensuring that all legal and administrative matters are triaged and handled in accordance with company policy. Ensures appropriate triage and handling of all legal matters in compliance with company policy. Works with appropriate contacts on all departmental teams to support compliance with contractual obligations for each parking facility by conveyance of appropriate and detailed reports to all key stakeholders. Monitors incoming mail, e-mails, and direct requests for priorities. Creates and revises drafts of multiple types of contracts, ensuring accuracy through ongoing reviews with the Contracts Manager and the appropriate Operations manager. Conducts reviews of submitted contract drafts for consistency with standard terms and reports findings to Contracts Manager. Handles all court documents received, including bankruptcies, litigation claims and other ad hoc contracts. Assists Contracts Manager with all regulatory filings for Colonial Parking, Inc. timely. Assists Contracts Manager with tracking of website domains to ensure timely renewals. Assists Contracts Manager with monitoring Service and Trade marks to drive timely renewals. Regularly checks Colonial’s materials and website for correct representation of the marks. Works with Customer Care liaison to ensure all marks are correctly configured. Updates and distributes weekly contract status reports. Supports Contracts Manager in the creation of ad hoc reports, as requested by management, from the Legal Database of Contracts (DOC). Tests all standard DOC reports from time to time as directed by the Contracts Manager and recommends changes/revisions and new reports. Enters all contractual information in DOC (for every facility) to enable all appropriate teams to look up current legal obligations by facility, as directed by the Contracts Manager. Creates and distributes DOC reports to key stakeholders on teams as contracts are executed and/or new facilities are opened. Tests and creates numerous DOC reports to ensure appropriate requested data is available to key stakeholders. Recommends new reports in response to internal customer requests. Reviews and revises Legal Department Policies as directed by the Contracts Manager, and ensure that copies/updates are made available to Human Resources at all times. Recommends and drafts new Policies and Procedures as needed. Works closely with the Risk Management team to assist with the annual insurance filing contains accurate contractual information regarding facilities and certificate holders. Updates DOC fields as directed to enable more meaningful information to be tracked and reported. Tracks all off-site storage for Colonial Parking by department/team. Retrieves and combines files, from time to time, to reduce the number of boxes off-site and reduce costs. Conducts periodic audits of the Revenue Integrity and Maximization (RIM) data storage to ensure compliance with specific facility contractual retention obligations. Conducts annual contract file audits to ensure that all contract files are present and all materials are in order. Annually creates a CD backup of all signed contracts to be stored off-site. Creates termination letters to parking permit purchasers when a parking facility closes. Coordinates with the Customer Care team regarding any government notices that need to go out when a facility closes. Prepares all contracts that are ready for signature by printing an appropriate number of originals, an abstract summary, and obtaining signoffs from the General Counsel and senior management. Stores all Legal documents and signed contracts digitally in appropriate Facility and Vendor (or other category) file and updates as necessary. Proposes enhancements, efficiencies, and projects designed to streamline tasks. Acts as back-up to the Executive Assistant of the President and CEO. Other special projects as directed by the Contracts Manager.
Qualification and Experience
The candidate must have two years of college in General Business or related field. Must have 4-5 years of experience in a legal office. Must have established experience in Microsoft Office Products including Word, Excel, Power Point, and Outlook. Excellent oral (including formal presentations) and written communications and comprehension skills, required. Background in a legal office as a legal assistant, paralegal, or contract specialist is strongly desired.
Job Requisition ID: NC11456
Company infoHiring Coordinator