Senior Legal Operations Specialist, Real Estate

Senior Legal Operations Specialist, Real Estate

The Senior Legal Operations Specialist, Real Estate will be instrumental in managing real estate related administrative tasks, ensuring seamless operations within our real estate legal services. The candidate will work closely with in-house attorneys, real estate team members, outside law firms, and real estate vendors. This role demands a proactive individual with a keen eye for detail and a passion for the real estate legal field.

Provide administrative support to attorneys and Real Estate Legal staff including coordination and scheduling of meetings and other administrative duties. Prepare, edit, proofread, and format legal documents, correspondence, reports, and presentations, and maintain organized legal documents and digital files with appropriate confidentiality. Provide secondary calendar, meeting, and travel coordination support to the Real Estate Legal attorneys.

Prepare, organize, and manage real estate legal documents, contracts, and correspondence, including coordination of signature and notary and drafting/editing form legal documents, and maintenance and updates to real estate files, databases, and order miscellaneous vendor reports for internal teams as needed.

Prepare monthly P&L reports in Excel spreadsheets and Powerpoint presentations for real estate legal teams, and track project milestones, email reminders, and notices.

Outside Counsel and Vendor Management: Manage the end-to-end onboarding of outside counsel and other legal vendors, coordinating with the SAP Finance team to complete required setup, documentation, and payment processes.

Serve as a primary operational contact for outside counsel, legal vendors, and internal stakeholders regarding invoicing, accruals, billing procedures, vendor payments, and related requirements; act as a liaison between the Legal Department, Finance, and other corporate functions.

Legal Billing and Payment Administration: Review legal invoices for compliance with established billing guidelines; reject, return, or escalate discrepancies and work with outside counsel and vendors to resolve issues.

Review, maintain, and facilitate outside counsel timekeeper rates and related billing information; help maintain and update legal billing guidelines and train outside counsel and vendors on applicable billing procedures and systems.

Process approved legal invoices and restitution payments through SAP and Trimble (eBuilder), helping ensure accurate and timely payment.

Accruals, Reporting, and Process Improvement: Coordinate and administer the monthly legal accruals process, including managing submissions, validating information, following up on outstanding items, and preparing the monthly accrual report.

Prepare recurring Excel-based legal spend and accrual reports, respond to ad hoc reporting requests, and support the Legal Operations Manager in tracking legal spend against budgets.

Identify billing trends, recurring discrepancies, and process issues; recommend practical improvements and support implementation of approved changes.

Legal Matter Administration: Administer legal matters in SimpleLegal, Unity ELM, CounselLink, or similar systems, including opening, updating, coding, maintaining, and closing matters and ensuring data accuracy.

Receive service of process documents and coordinate matter assignments to in-house and outside counsel.

Legal Systems Support: Provide first-level troubleshooting for e-billing and matter-management systems, resolving routine issues and escalating technical or policy exceptions when appropriate.

Support the Legal Operations Manager with legal-system implementations and migrations, including testing, data validation, documentation, end-user support, and internal training on e-billing and matter-management procedures.

Legal Documents and Administrative Support: Prepare, edit, proofread, and format legal documents, correspondence, reports, and presentations, and maintain organized legal documents and digital files with appropriate confidentiality.

Provide secondary calendar, meeting, and travel coordination support to the Chief Legal Officer.

Qualifications

• Bachelor's degree or an equivalent combination of education and relevant professional experience.
• Minimum 7+ years of real estate experience-preferably in a legal administrative or paralegal role.
• At least seven years of experience in legal operations, legal e-billing, matter management, legal finance, or a related corporate legal support function in a corporate legal department or law firm with significant exposure to the acquisition, management, and disposition of real estate. Hands-on experience with legal e-billing, including invoice review and billing-guideline compliance and experience providing first-level support for legal e-billing or matter management platforms.
• Exceptional organizational skills and attention to detail-Superior written and verbal communication abilities. Working knowledge of legal invoicing, accruals, matter administration, vendor onboarding, and payment processes.
• Proficiency in Microsoft Office Suite (Outlook, Word, Powerpoint and Excel) is required; experience with CounselLink, SAP, Trimble and other organizational, billing software, or legal research tools is a plus.
• High attention to detail, sound judgement, and the ability to manage multiple priorities and independently carry out routine procedures in a fast paced environment.
• Strong interpersonal skills and collaborative mindset./Knowledge of real estate process including transactional documents. Notary public or ability to obtain notary certification.

Additional Information

One of our core values is working as OneTeam. We believe in the value of in-person collaboration while recognizing the importance of flexibility. Public Storage teammates are expected to work in the office five days per week, with the option to use up to three flexible remote-work days each month.

**Sponsorship for Work Authorization is not available for this posting. Candidates must be authorized to work in the U.S. without restrictions or requiring sponsorship now or in the future. We do not provide training plans or support for F-1 OPT, STEM OPT extensions, or future visa sponsorship.**