[Hiring] Corporate Paralegal @Spartan Investment Group

Role Description

The mission of the Corporate Paralegal is to oversee and streamline legal operations across Spartan Investment Group, FreeUp Storage, and Spartan Construction, ensuring compliance, controlling legal expenses, and supporting efficient legal processes. This role is responsible for maintaining accurate entity records, coordinating outside counsel, supporting contracts and transactions, and proactively identifying and tracking legal risks. Success means establishing scalable legal systems, maintaining compliance across the organization, and providing leadership with accurate, timely, and actionable legal reporting.

Key Performance Indicators (KPIs)

• Legal Spend Management: Accuracy and effectiveness of legal expense tracking, invoice review, cost control, and reporting across the organization.
• Entity & Regulatory Compliance: Timely completion and accuracy of entity filings, registrations, tax compliance requirements, and regulatory obligations.
• Legal Operations Efficiency: Effectiveness of legal workflows, documentation, contract support, outside counsel coordination, and process improvements.
• Risk Management & Resolution: Identification, documentation, escalation, and timely resolution of legal risks, notices, and outstanding matters.
• Reporting & Data Accuracy: Accuracy, completeness, and timeliness of legal reporting, compliance tracking, financial reconciliations, and leadership updates.

Outcomes

• Legal Spend Oversight: Manage outside counsel billing, review and challenge charges, reconcile expenses monthly, and coordinate legal deliverables to ensure timely payments, cost control, and accountability.
• Legal Spend Reporting: Establish quarterly legal spend reporting within 6–9 months, delivering expense analysis, variances, savings, outstanding invoices, forecasts, and recommendations within 15 business days of quarter-end.
• Entity Governance & Compliance: Establish a master entity inventory and centralized compliance calendar within 6–9 months, managing entity filings, registrations, regulatory updates, deadlines, and documented compliance completion.
• Tax Compliance Management: Establish a centralized tax-account matrix within 6–9 months, monitor property tax deadlines, manage tax account registrations and discrepancies, and track outstanding notices through resolution.
• Contract & Transaction Support: Prepare and review documents using approved templates, maintain AI-assisted contract review workflows with human oversight, coordinate outside counsel, and fulfill due diligence requests within transaction deadlines.
• Legal Risk Management: Establish an enterprise risk register within 6–9 months, tracking risks, legal notices, and incidents with assigned owners, ratings, action plans, and deadlines, and reviewing active matters weekly.
• Legal Reporting & Communication: Deliver timely weekly legal updates and monthly performance reports, documenting material developments, business impacts, responsible owners, next steps, and deadlines with quality checks before distribution.
• Legal Operations & Process Improvement: Standardize legal SOPs, RACIs, document management, incident reporting, and training programs within 6–9 months, maintaining version control, access permissions, and quarterly process reviews.

Competencies

• Organization: Effectively manages multiple legal matters, compliance obligations, documentation requirements, and competing deadlines while maintaining accurate and accessible records.
• Attention to Detail: Demonstrates accuracy when reviewing legal documents, reconciling financial information, tracking compliance requirements, and preparing leadership reports.
• Accountability: Takes ownership of responsibilities, independently follows through on commitments, and proactively addresses outstanding matters to ensure deadlines and expectations are met.
• Communication: Communicates clearly and professionally with leadership, outside counsel, internal stakeholders, and business partners, ensuring complex legal and compliance information is understandable and actionable.
• Problem Solving: Identifies inefficiencies, compliance gaps, and potential risks, develops practical solutions, and implements sustainable improvements to legal processes and workflows.
• Integrity: Demonstrates sound judgment, professionalism, and discretion when handling confidential information, sensitive legal matters, and decisions that may impact the organization.

Qualifications

• Bachelor's degree required; paralegal certification preferred.
• Minimum of 5 years of experience as a paralegal, law clerk, or in a comparable legal support role, preferably within corporate or real estate law.
• Working knowledge of corporate governance, entity formations and dissolutions, regulatory compliance, contract administration, and real estate transactions.
• Experience reviewing legal invoices, managing legal billing systems, reconciling expenses, or preparing legal spend reports.
• Advanced Microsoft Excel proficiency, including reconciliations, tracking systems, and pivot tables, along with proficiency in Word, PowerPoint, and Outlook.
• Experience conducting legal and regulatory research, preparing legal documents, and supporting contract review and due diligence processes.
• Experience developing legal operations processes, compliance tracking systems, reporting tools, or standardized workflows preferred.
• Familiarity with legal technology, document management systems, and AI-assisted legal tools such as Spellbook, CoCounsel, or similar platforms preferred.

Remote Work Requirements

• Dedicated home office or professional remote work environment.
• Reliable high-speed internet connection capable of supporting video conferencing and daily business operations.