Legal Coordinator

ReSource Pro is a leading provider of business process management (BPM), technology, and strategic consulting services exclusively for the insurance industry. Founded in 2003, the company partners with insurance organizations worldwide to optimize operations, improve performance, and drive sustainable growth. Headquartered in New York City, ReSource Pro serves carriers, brokers, MGAs, and wholesalers across global delivery centers.

Job Summary

The Legal Coordinator provides administrative and coordination support to ReSource Pro's Legal department, working closely with the Legal team to keep operations running smoothly. This role manages the intake and routing of legal correspondence, tracks tasks and service-level agreements (SLAs) across the Legal team, and coordinates document execution through the department's electronic signature platform. The Legal Coordinator also manages scheduling for legal leadership, helping ensure meetings, deadlines, and matters stay organized and on track. By maintaining accurate records and dependable follow-through on administrative processes, the role helps the Legal team respond promptly to internal business partners and to external clients and vendors.

Key Responsibilities:

1. Mail & Correspondence Management

• Tracks time-sensitive correspondence, such as legal notices, service of process, and court filings, and flags items requiring urgent attention to the Associate General Counsel or assigned attorney.
• Maintains organized digital file of incoming and outgoing legal correspondence to support accurate recordkeeping and future retrieval.
• Coordinates outgoing correspondence sent to internal stakeholders across other ReSource Pro divisions, and to external clients and vendors.
• Escalates unclear or ambiguous correspondence to the appropriate attorney for direction, applying judgment to routine, well-defined routing decisions rather than substantive legal interpretation.

2. Task & Service-Level Agreement (SLA) Tracking

• Maintains the Legal department's task-tracking log, recording incoming requests, assignments, and status updates.
• Monitors SLA deadlines, following up with responsible team members on outstanding items to keep the team's commitments to internal business partners on track.
• Compiles recurring status reports on task volume and SLA performance, supporting team-level visibility into workload and turnaround times.
• Identifies routine, well-defined tracking gaps, such as missed follow-ups or unclear ownership, and recommends adjustments to the Associate General Counsel rather than independently changing established process.
• Coordinates with requesting departments across the organization to clarify task details and confirm expected turnaround times, acting as the point of contact for status inquiries.

3. Document Execution & Electronic Signature Administration

• Administers the Legal department's electronic signature workflow, preparing and routing contracts, NDAs, and other legal documents for internal and external signature.
• Verifies signature packages for completeness and correct routing order before sending, and tracks execution status through to completion.
• Follows up with internal and external signers to keep document execution on schedule, escalating stalled signatures to the internal stakeholder or assigned attorney, as appropriate.
• Maintains an organized repository of fully executed documents and confirms copies are distributed to the appropriate internal and external parties.
• Supports attorneys by preparing standard document templates for signature under established department procedures, without independently altering contract terms.

4. Scheduling & Calendar Coordination

• Manages the calendar for the legal team, prioritizing competing requests under established guidelines.
• Schedules and coordinates logistics for internal meetings between Legal and other divisions, including confirming attendee availability and preparing meeting materials.
• Coordinates scheduling of calls and meetings with external clients and vendors on behalf of the Legal team, representing the department's availability and preferences.
• Tracks recurring legal deadlines and deliverable dates on a shared calendar to help the team anticipate upcoming commitments.
• Resolves routine scheduling conflicts and reschedules as needed, escalating higher-stakes conflicts to the appropriate attorney for direction.

5. Teamwork & Collaboration

• Fosters a respectful and collaborative environment by always behaving professionally and engaging in constructive and respectful conversations.
• Supports a positive workplace culture by promoting open, solution-oriented communication, encouraging teamwork, and maintaining a focus on shared goals and productivity.

Qualifications & Experience:

• 1 to 3 years of experience in an administrative, coordination, or legal support role.
• Prior experience in a legal, insurance, or professional services environment is a plus but not required.
• Bachelor’s Degree: Business Administration, Legal Studies, Paralegal Studies, or a related field is preferred.
• Proficient with word processing, spreadsheet, and email/calendar software to manage correspondence, tracking logs, and scheduling.
• Experience preparing, routing, and tracking documents through electronic signature platforms.
• Familiarity with task and workflow tracking tools used to monitor deadlines and service-level agreement (SLA) commitments.
• Working knowledge of general office administration practices, including filing, records management, and correspondence handling.
• Strong administrative skills with hands-on experience using DocuSign, Microsoft Office, and SharePoint for document management, coordination, and day-to-day administrative tasks.
• Certificates: A Paralegal Certificate or Notary Public commission is preferred but not required.

Key Skills & Competencies:

• Attention to Detail & Process Adherence: Demonstrates strong attention to detail and consistently follows established procedures when managing time-sensitive legal correspondence, tasks, and documents.
• Communication Skills: Communicates clearly and professionally with attorneys, internal business partners, and external clients and vendors, adapting tone and approach to each audience.
• High Sense of Responsibility & Ownership: Takes ownership of assigned tasks and proactively follows up to ensure timely completion.
• Manages multiple competing priorities and deadlines while maintaining accuracy.
• Identifies and flags potential issues or delays proactively rather than waiting to be asked.
• Handles confidential and sensitive legal information with appropriate discretion.

Elevate your career with ReSource Pro, where your leadership, expertise, and vision will help shape the future of insurance operations on a global scale.