Note: The job is a remote job and is open to candidates in USA. Timeline® is a health and longevity brand developing science-backed products focused on improving health span. The Legal Operations Coordinator will support the in-house Legal department through contract and document management, intellectual property and brand protection tracking, litigation support, billing and reimbursement processing, and administrative operations.
Responsibilities
- Build, maintain, and update a library of legal templates (NDAs, standard contracts, letters)
- Design, organize, and maintain the legal team's shared drives and file structure for easy retrieval
- Maintain contract repositories and corporate records (digital and physical)
- Support contract lifecycle management (routing for signature, tracking renewals and expirations)
- Generate routine contracts based on approved templates under the direction of counsel
- Monitor and track competitor activity relevant to brand and IP positioning; maintain a competitor tracking log
- Manage cease and desist correspondence — logging incoming/outgoing letters, tracking response deadlines, and both drafting and coordinating status updates under the direction of counsel
- Maintain the IP docket — track key deadlines for trademarks, patents, and other filings (renewals, office action responses, opposition windows) and flag upcoming dates to the team
- Organize and maintain IP-related paperwork and filings (applications, registrations, correspondence with the USPTO or outside IP counsel)
- Coordinate with outside IP counsel on filing status and deadlines
- Maintain the litigation docket — track key dates (filing deadlines, hearing dates, discovery deadlines) and flag upcoming dates to the team
- Organize and maintain litigation case files (pleadings, correspondence, discovery materials)
- Assist counsel with collecting, organizing, and maintaining discovery documents
- Track litigation hold compliance — monitor acknowledgments and follow up with custodians as needed
- Track and process litigation-related invoices from outside counsel and vendors
- Maintain a master litigation tracker summarizing case status, key dates, and approved outside counsel contract information
- Process outside counsel invoices — review for accuracy, route for approval, track against budget and compliance with outside counsel billing guidelines, and flag non-compliant invoices with inside counsel
- Manage expense and reimbursement requests for the Legal team, ensuring timely and accurate processing
- Maintain billing records and assist with month-end/quarter-end spend reporting
- With inside counsel, serve as point of contact for outside counsel and vendors on billing questions or discrepancies
- Provide day-to-day administrative support, including calendar management, scheduling, and travel coordination
- Draft, proofread, format, and manage legal correspondence and internal documents
- Coordinate with inside counsel, outside counsel, and vendors on matter status and deadlines
- Maintain department confidentiality protocols and handle sensitive information with discretion
- Assist with special projects: process improvements, policy rollouts, compliance initiatives
Skills
- 5+ years of experience in legal administration, legal operations, or a similar role — in-house experience preferred
- Experience with billing, invoicing, or expense/reimbursement processing
- Experience managing contract repositories, document retention, or records management
- Strong organizational skills and comfort managing multiple priorities and deadlines
- Advanced proficiency in Microsoft Office / Google Workspace and shared drive organization (Google Drive, SharePoint, or similar); experience with e-billing platforms (e.g., Legal Tracker, CounselLink) and contract management systems (e.g., Ironclad, DocuSign CLM) a plus
- Excellent written communication skills
- High degree of discretion and professionalism with confidential matters
- This role must be located on Eastern Time Zone
- Prior experience supporting a General Counsel or legal department budget directly
- Experience with IP docketing software or trademark/patent management systems
- Experience setting up document retention policies or file governance from scratch
- Notary certification
- Familiarity with entity management software (e.g., Diligent, CT Corporation)
- Experience tracking legal deadlines or docketing (e.g., IP filings, litigation deadlines) strongly preferred; IP or litigation paralegal background a plus but not necessary
- Bachelor's degree preferred; paralegal certificate a plus
Benefits
- Fully remote working, including home office setup.
- Annual performance-related bonus.
- Employee ownership through equity.
- 401(k) with company match.
- Health benefits including medical, dental, and vision coverage, plus employer-covered disability and life insurance.
- Annual product allowance.
- Wellness spending account.
- Dedicated budget for team events.
- Professional development support.
Company Overview