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senior legal operations specialist, ebilling & Spend Management
About the position
This role contributes to Starbucks success by serving as the primary administrator and subject matter expert for Legal & Corporate Affairs' enterprise legal management (ELM) and eBilling platform, currently Passport. The position supports effective management of outside counsel and vendor spend globally. The Legal Operations Specialist partners closely with attorneys, legal professionals, Finance, Procurement, Accounts Payable, outside counsel, and third-party vendors to ensure accurate invoice processing, compliance with billing guidelines, financial reporting integrity, matter-related financial management, vendor onboarding, and timely payment of services. The role is responsible for driving operational excellence across legal spend management processes, identifying opportunities for automation and continuous improvement, maintaining data quality, supporting forecasting and accrual activities, and delivering reporting and analytics that enable informed business decisions. This partner operates independently, manages competing priorities, and serves as a trusted resource for legal financial operations.
Responsibilities
- Serve as the primary administrator and subject matter expert for Starbucks’ enterprise legal management and eBilling platform, including user access, matter setup, invoice workflows, permissions, and system configuration.
- Partner with software vendors and internal stakeholders to troubleshoot platform issues, maintain data integrity, and support effective system adoption.
- Develop and maintain system documentation, training materials, process guidance, and user support resources.
- Review invoices for compliance with Outside Counsel Billing Guidelines, eBilling requirements, approved rates, and matter coding expectations.
- Identify and resolve billing violations, coding discrepancies, rejected invoices, credits, wire payments, and other non-standard billing scenarios in partnership with law firms and internal stakeholders.
- Support continuous improvement of billing controls, invoice review processes, and compliance monitoring.
- Coordinate onboarding, offboarding, billing setup, rate management, and compliance requirements for law firms and legal service providers.
- Maintain accurate outside counsel and vendor data within Passport and related systems.
- Serve as a primary point of contact for law firms on invoicing, timekeeper rates, billing requirements, and payment inquiries.
- Administer the monthly legal accrual process in partnership with attorneys, vendors, Finance, and Accounting to support timely and accurate submissions.
- Monitor legal budget and spend activity, support forecasting, and assist with quarter-end and fiscal year-end close processes.
- Produce recurring and ad hoc reporting on legal spend, accruals, vendor performance, matter activity, and financial trends.
- Develop dashboards, analyses, and insights that improve visibility into legal spend and support informed decision-making by Legal Operations leadership and business stakeholders.
- Maintain financial and matter-related data quality to ensure reporting accuracy and consistency.
- Identify and implement opportunities to streamline workflows, strengthen controls, reduce administrative effort, and improve the user experience.
- Support legal technology implementations, vendor management initiatives, process transformation projects, and other Legal Operations strategic initiatives.
- Leverage reporting, automation, and emerging technologies, including AI-enabled solutions, to improve efficiency and operational performance.
Requirements
- 3+ years Enterprise Legal Management / eBilling platforms, including Passport, Legal Tracker, Bright flag, Team Connect, or similar tools.
- 3+ years Legal Operations, legal financial operations, law firm billing, or outside counsel management.
- 3+ years Invoice review and billing guideline compliance.
- 3+ years Accruals, budgeting, forecasting, and spend reporting.
- 2+ years Vendor management and outside counsel administration.
- 2+ Reporting, analytics, and dashboard development.
- 3+ Advanced Excel and financial data analysis.
Benefits
- medical, dental, vision, basic and supplemental life insurance, and other voluntary insurance benefits
- short-term and long-term disability
- paid parental leave
- family expansion reimbursement
- paid vacation from date of hire
- sick time (accrued at 1 hour for every 25 hours worked)
- eight paid holidays
- two personal days per year
- 401(k) retirement plan with employer match
- discounted company stock program (S.I.P.)
- Starbucks equity program (Bean Stock)
- incentivized emergency savings
- financial well-being tools
- 100%25 upfront tuition coverage for a first-time bachelor’s degree through Arizona State University’s online program via the Starbucks College Achievement Plan
- student loan management resources
- access to other educational opportunities
- backup care
- DACA reimbursement
