Legal Ops/Trade Compliance Coordinator

Elastic, the Search AI Company, enables everyone to find the answers they need in real time, using all their data, at scale , unleashing the potential of businesses and people.

As a Legal Ops/Trade Compliance Coordinator, you'll work closely with the Sr. Director of Legal Operations & Trade Compliance and the Chief of Staff within a small, hardworking team. Your role will focus on managing key administrative and financial processes that support the legal department, including overseeing restricted party screenings and the eBilling cycle.

Trade Compliance & Screening Daily Operations

• Conduct daily screening of existing customers, new customers, and business partners using specialized compliance tools like Descartes Visual Compliance, Kharon, and Dow Jones.
• Review and analyze screening results to identify potential red flags, denied parties, and sanctioned jurisdictions.
• Maintain meticulous documentation and accurate records of all screening findings and compliance activities.
• Collaborate with team members to stay updated on changes in global trade laws, export controls, and company policies.

Legal Spend & Financial Management

• Support the legal department's Outside Counsel Management Program by assisting with day-to-day eBilling tasks and routine invoice processing within the Brightflag platform.
• Manage the comprehensive lifecycle of legal purchase orders, including creation, ongoing monitoring, and final closing.
• Support vendor invoice management, administer AP invoice submissions, track retainers, and reconcile statements of accounts.
• Ensure monthly accruals are submitted properly by outside counsel and vendors, working closely with the Finance team to address any billing discrepancies.
• Support the team by extracting metrics, preparing basic spend reports, and assisting with financial best practices enablement for team members.

Vendor Management & Administrative Functions

• Onboard new legal vendors and complete tasks within the internal procurement system.
• Maintain and update the Legal Intranet, Legal Wiki pages, Website, and Shared Drives, managing user access permissions as needed.
• Assist with drafting and disseminating the periodic Legal Operations newsletter.
• Facilitate the logistics for the onboarding and offboarding of legal team members.
• Monitor and track the usage of various legal department memberships and subscriptions.

What You Bring

• Bachelor's degree or equivalent professional experience.
• 2+ years of experience in corporate operations or administration management.
• Proficiency with Google Suite (especially Google Sheets) and knowledge of operational tools like Smartsheet.
• Demonstrated experience or strong capability to learn technology platforms, with preference for individuals acquainted with Brightflag (e.g., eBilling) or Restricted Party Screening tools (e.g., Dow Jones and Descartes Visual Compliance).
• Remarkable organizational skills and a sharp eye for accuracy in data management and compliance records.
• Proficient in written and verbal communication. Able to collaborate with different departments.
• Uncompromising ethical standards and the proven ability to handle highly confidential and sensitive legal information.
• An initiative-taking, self-motivated teammate with a "no task is too big or too small" mentality, enthusiastic to learn and scale within the role.

Additional Information - We Take Care of Our People

As a distributed company, diversity drives our identity. Whether you're looking to launch a new career or grow an existing one, Elastic is the type of company where you can balance great work with great life.

• Competitive pay based on the work you do here and not your previous salary
• Health coverage for you and your family in many locations
• Ability to craft your calendar with flexible locations and schedules for many roles
• Generous number of vacation days each year
• Increase your impact - We match up to $2000 (or local currency equivalent) for financial donations and service
• Up to 40 hours each year to use toward volunteer projects you love
• Embracing parenthood with minimum of 16 weeks of parental leave