Legal Operations Specialist

Job description

SpaceXAI’s mission is to create AI systems that can accurately understand the universe and aid humanity in its pursuit of knowledge. Our team is small, highly motivated, and focused on engineering excellence. This organization is for individuals who appreciate challenging themselves and thrive on curiosity. We operate with a flat organizational structure. All employees are expected to be hands-on and to contribute directly to the company’s mission. Leadership is given to those who show initiative and consistently deliver excellence. Work ethic and strong prioritization skills are important. All employees are expected to have strong communication skills. They should be able to concisely and accurately share knowledge with their teammates. ABOUT THE ROLE: 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. RESPONSIBILITIES: 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 BASIC QUALIFICATIONS: 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 SKILLS AND EXPERIENCE: 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 u