Legal Operations Specialist

Palo Alto, CAfull timeOn Site

Apply on Employer Site

mid

$110k–$135k

H1B: no

Xai Legal Operations Specialist at Xai manages Legal Tracker systems, workflows, and spend controls to optimize legal function efficiency. The role includes administering outside counsel matters, invoice review, accruals, and reporting to support legal leadership.

Responsibilities

SpaceXAI is seeking a Legal Operations Specialist to own the systems, workflows, and spend controls that keep the legal function running at high speed. The core of this role is Legal Tracker: you will administer, optimize, and operationalize the platform so outside counsel matters, invoices, accruals, and reporting are accurate, timely, and useful to legal leadership.
Own Legal Tracker as the system of record for matters, outside counsel engagement, e-billing, invoice review, accruals, and legal spend reporting
Configure and maintain Legal Tracker workflows, user access, matter taxonomy, rate cards, billing guidelines, and approval paths
Drive invoice quality and compliance with outside counsel guidelines; identify leakage, duplicates, non-compliant time entries, and opportunities to reduce spend
Produce reliable spend, matter, and vendor reporting for legal leadership; translate data into clear recommendations
Partner with attorneys and finance on matter setup, budgets, accruals, and close processes
Manage day-to-day legal operations, including tracking and optimizing outside counsel spend
Coordinate special projects and cross-functional initiatives as priorities shift
Maintain organized systems and workflows; proactively identify and implement process improvements, with a focus on leveraging AI tools
Handle highly confidential and sensitive information with professionalism and discretion
Provide high-level operational support to senior legal leadership

Qualification

5+ years in legal operationsProficiency with DocuSignExcellent organizationalDeep Legal Tracker expertise

Required

Bachelor’s degree preferred or equivalent practical experience
5+ years in legal operations, legal finance, or a closely related role supporting in-house legal teams
Hands-on experience administering and managing Legal Tracker (or equivalent e-billing / matter management systems) as a primary responsibility
Demonstrated experience controlling outside counsel spend through billing guidelines, invoice review, rate management, and reporting
Proficiency with DocuSign, Adobe Acrobat Pro, Google Workspace, Notion, and Slack
Excellent organizational, time-management, written, and verbal communication skills
Proven ability to prioritize and execute multiple workstreams in a fast-paced environment

Preferred

Deep Legal Tracker expertise, including configuration, reporting, vendor management, and training of attorney and operations users
Experience implementing or tightening outside counsel guidelines, AFAs, rate cards, and matter budgets
Comfort using AI tools to accelerate invoice review, matter intake, reporting, and workflow documentation
Experience partnering with finance on accruals, forecasting, and legal spend reconciliation
Strong judgment when handling privileged, confidential, or commercially sensitive materials
Ability to operate independently with minimal direction while staying tightly aligned with legal leadership priorities