Legal Operations Coordinator

Veolia Group is a global leader in environmental services, operating across all five continents with nearly 218,000 employees. Specializing in water, energy, and waste management, Veolia Group designs and implements innovative solutions for decarbonization, depollution, and resource regeneration, supporting communities and industries in their ecological transformation. Within this framework, Veolia's Water Technology Business brings together a dedicated team of experienced professionals committed to tackling the world's most complex challenges related to water scarcity, quality, productivity, and energy. Together, we pursue a shared mission to create a more sustainable future.

Veolia Water Technologies and Solutions has a fantastic opportunity available for a skilled legal administrative professional to join our team as a Legal Operations Coordinator. The Legal Operations Coordinator will work closely with our General Counsel and report to our Senior Legal Operations Manager. The position serves as a key support function for the entire North American Legal department, interfacing with multiple departments and managing confidential information while ensuring smooth administrative and legal operations. The ideal candidate has the ability to work independently and manage multiple tasks and deadlines. The candidate must be detail-oriented and take initiative to problem solve and follow up on issues and inquiries.

This is a hybrid role in Trevose, PA, working on-site 3 days/ week and 2 days/ week remote.

Key Characteristics

• Highly Self-Motivated & Independent - Capable of managing tasks and priorities without day-to-day oversight. Comfortable making progress and decisions in an asynchronous environment.

• Exceptional Organization & Time Management - Able to juggle multiple requests from different leaders and team members, prioritize effectively, and meet deadlines. Skilled at managing calendar differences and scheduling across time zones.

• Superior Communication Skills - Ability to distill complex legal or operational information into clear summaries. Proofreads and checks for accuracy. Comfortable contributing meaningfully in virtual meetings. Asks thoughtful clarifying questions and captures key takeaways/action items.

• Tech-Savvy & Systems Oriented - Comfortable using tools like Legal Tracker, Google Workspace, Concur, Neo, Pacer, and other business software applications. Able to troubleshoot and streamline digital workflows.

• Discreet & Trustworthy - Handles sensitive legal, proprietary, and executive-level matters with confidentiality and professionalism. Trusted to represent the Legal department in interactions with stakeholders across the company.

• Detail-Oriented with a Strategic Lens - Able to anticipate needs and propose solutions rather than waiting for direction. Demonstrates sound judgment in determining when to update leadership on routine matters versus when to escalate time-sensitive or high-impact issues.

• Collaborative Team Player - Builds relationships virtually and proactively collaborates with colleagues across our diverse, global company. Ability to work with others toward a shared goal.

Duties & Responsibilities:

• Oversee day-to-day administration of the company's legal billing and matter management solution.

• Review invoices to ensure bills are properly coded, routed, and in compliance with our Outside Counsel Guidelines.

• Coordinate with Accounts Payable to ensure accurate and timely payment processing.

• Maintain data integrity by ensuring all information is accurately entered and updated.

• Act as liaison with outside counsel to support proper matter setup, timekeeper rate approval, and invoice submission.

• Generate regular and ad hoc reports.

• Process and distribute service of process, legal notices, and physical mail to ensure proper and timely handling.

• Draft correspondence, memoranda, and summaries for attorneys or business partners.

• Take notes during legal and compliance meetings and prepare and circulate meeting minutes.

• Prepare, handle, and coordinate the signing, sealing, and notarization of confidential documents.

• Coordinate quarterly legal financial reports, requiringcollaboration with in-house and outside counsel as well as drafting case updates and ensuring all information is accurate, error-free, and up to date.

• Lead Legal department contact for all queries regarding status and timing of department invoice and settlement payments.

• Coordinate international, executive travel through multiple corporate platforms, including, but not limited to NEO and Concur.

• Prepare and process expense reports both for general department expenses as well as for our General Counsel.

• Maintain physical and electronic file systems, which includes filing, indexing, retrieval, storage and destruction.

• Conduct legal research, pull dockets and documents from online filing systems, and provide ad-hoc legal support to the team.

Education & Experience Required:

* Bachelor's degree from an accredited college or university

* 3+ years of relevant experience

* English language fluency, French or Spanish-speaking is a plus

Working Conditions

* This is a hybrid position of 3 days/ week in the office and 2 days/ week working remotely.

* 5% annual travel maximum

As an inclusive company, Veolia is committed to diversity and gives equal consideration to all applications, without discrimination.