Legal Operations Specialist

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.

You will set the operating cadence for legal operations, tighten outside counsel spend, improve intake-to-close workflows, and use AI tools where they materially reduce manual work. The ideal candidate is detail-oriented, commercially minded, and comfortable operating in a fast-paced environment with confidential information and shifting priorities.

• →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

• 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

• 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

• To conform to U.S. Government export regulations, applicant must be a (i) U.S. citizen or national, (ii) U.S. lawful, permanent resident (aka green card holder), (iii) Refugee under 8 U.S.C. § 1157, or (iv) Asylee under 8 U.S.C. § 1158, or be eligible to obtain the required authorizations from the U.S. Department of State. Learn more about the ITAR here.