Legal Contracts & Administration Specialist

The Legal Support Specialist supports the legal department by administering contract and consent form workflows in Agiloft, managing the organization's Certificate of Insurance (COI) process, and maintaining the company's trademark and patent portfolios. This role tracks renewal deadlines, processes legal paperwork, maintains accurate electronic and physical filing systems, and serves as a key liaison between the legal team and internal/external stakeholders on contract matters.

• Evaluate and manage trademark and patent-related email correspondence
• Maintain trademark & patent tracking spreadsheets and logs
• Maintain electronic trademark & patent files
• Update and maintain the Intranet system and web listing records for trademarks
• Track trademark renewals and filing deadlines
• Process trademark and patent related paperwork and filings
• Support management of trademark infringement matters, including documentation and coordination with legal
• Update and maintain the Intranet list for patent records
• Track patent renewal and filing deadlines
• Store and safeguard original patent documents
• Work directly with legal counsel on trademark matters

Qualifications & Competencies 

• Degree or equivalent experience in legal support, paralegal studies, or business administration
• Minimum 1-3 years’ experience in legal operations, paralegal, or contracts/IP administration role
• Experience with Agiloft or similar contract lifecycle management (CLM) software
• Familiarity with trademark and patent administration, filing processes, and renewal tracking
• Strong organizational skills with high attention to detail. Accuracy in document and data management.
• Ability to manage multiple deadlines and competing priorities independently. Deadline and calendar management.
• Proficient in Microsoft Office with strong experience in Excel, Adobe and other spreadsheet/tracking tools
• Strong written and verbal communication skills for coordinating with legal counsel and internal stakeholders
• Process-oriented approach to recurring administrative workflows