Legal Ops/Trade Compliance Coordinator

Elastic, the Search AI Company, enables everyone to find the answers they need in real time, using all their data, at scale — unleashing the potential of businesses and people. The Elastic Search AI Platform, used by more than 50% of the Fortune 500, brings together the precision of search and the intelligence of AI to enable everyone to accelerate the results that matter. By taking advantage of all structured and unstructured data — securing and protecting private information more effectively — Elastic’s complete, cloud-based solutions for search, security, and observability help organizations deliver on the promise of AI.

What is The Role

As a Legal Ops/Trade Compliance Coordinator, you'll work closely with the Sr. Director of Legal Operations & Trade Compliance and the Chief of Staff within a small, hardworking team. Your role will focus on managing key administrative and financial processes that support the legal department, including overseeing restricted party screenings and the eBilling cycle. If you enjoy collaborating in a dynamic environment where your ideas can make a difference, then this position could be a great fit for you.

What You Will Be Doing

Trade Compliance & Screening Daily Operations

Conduct thorough daily screening of existing customers, new customers, and business partners using specialized compliance tools (e.g., Descartes Visual Compliance, Kharon, and Dow Jones). Training will be provided.

Proficiently review and analyze screening results to identify potential red flags, denied parties, and sanctioned jurisdictions.

Maintain meticulous documentation and accurate records of all screening findings and compliance activities.

Collaborate with other key team members to stay updated on changes in global trade laws, export controls, and company policies to support the maintenance of internal compliance guidelines.

Legal Spend & Financial Management

Support the legal department’s Outside Counsel Management Program by assisting with day-to-day eBilling tasks and routine invoice processing within the Brightflag platform.

Manage the comprehensive lifecycle of legal purchase orders, including creation, ongoing monitoring, and final closing.

Support vendor invoice management, administer AP invoice submissions, track retainers, and reconcile statements of accounts.

Ensure monthly accruals are submitted properly by outside counsel and vendors, working closely with the Finance team to address any billing discrepancies.

Support the team by extracting metrics, preparing basic spend reports, and assisting with financial best practices enablement for team members.

Vendor Management & Administrative Functions

Onboard new legal vendors and complete tasks within the internal procurement system.

Continually maintain and update the Legal Intranet, Legal Wiki pages, Website, and Shared Drives, managing user access permissions as needed.

Assist with drafting and disseminating the periodic Legal Operations newsletter.

Facilitate the logistics for the onboarding and offboarding of legal team members.

Monitor and track the usage of various legal department memberships and subscriptions.

What You Bring

Bachelor’s degree or equivalent professional experience.

2+ years of experience in corporate operations or administration management.

Proficiency with Google Suite (especially Google Sheets) and knowledge of operational tools like Smartsheet.

Demonstrated experience or strong capability to learn technology platforms, with preference for individuals acquainted with Brightflag (e.g., eBilling) or Restricted Party Screening tools (e.g., Dow Jones and Descartes Visual Compliance).

Remarkable organizational skills and a sharp eye for accuracy in data management and compliance records.

Proficient in written and verbal communication. Able to collaborate with different departments.

Uncompromising ethical standards and the proven ability to handle highly confidential and sensitive legal information.

An initiative-taking, self-motivated teammate with a "no task is too big or too small" mentality, enthusiastic to learn and scale within the role.

#LI-DS1

Additional Information - We Take Care of Our People

As a distributed company, diversity drives our identity. Whether you’re looking to launch a new career or grow an existing one, Elastic is the type of company where you can balance great work with great life. Your age is only a number. It doesn’t matter if you’re just out of college or your children are; we need you for what you can do.

We strive to have parity of benefits across regions and while regulations differ from place to place, we believe taking care of our people is the right thing to do.

Competitive pay based on the work you do here and not your previous salary

Health coverage for you and your family in many locations

Ability to craft your calendar with flexible locations and schedules for many roles

Generous number of vacation days each year

Increase your impact - We match up to $2000 (or local currency equivalent) for financial donations and service

Up to 40 hours each year to use toward volunteer projects you love

Embracing parenthood with minimum of 16 weeks of parental leave

We welcome individuals with disabilities and strive to create an accessible and inclusive experience for all individuals. To request an accommodation during the application or the recruiting process, please email candidate_accessibility@elastic.co. We will reply to your request within 24 business hours of submission.

Applicants have rights under Federal Employment Laws, view posters linked below: Family and Medical Leave Act (FMLA) Poster; Pay Transparency Nondiscrimination Provision Poster; Employee Polygraph Protection Act (EPPA) Poster and Know Your Rights (Poster)

Elasticsearch develops and distributes technology and information that is subject to U.S. and other countries’ export controls and licensing requirements for individuals who are located in or are nationals of the following sanctioned countries and regions: Belarus, Cuba, Iran, North Korea, Syria, or Russia, including the Ukrainian territories annexed by Russia (The Crimea region of Ukraine, The Donetsk People's Republic (DNR), The Luhansk People's Republic (LNR), Kherson or Zaporizhzhia). If you are located in or are a national of one of the listed countries or regions, an export license may be required as a condition of your employment in this role. Please note that national origin and/or nationality do not affect eligibility for employment with Elastic.

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