Legal Department Administrator

It's fun to work in a company where people truly believe in what they are doing. At Dutch Bros Coffee, we are more than just a coffee company. We are a fun-loving, mind-blowing company that makes a difference one cup at a time. 

Position Overview:

The Legal Department Administrator - Real Estate is a key member of the Dutch Bros legal team. This role is primarily responsible for providing support to attorneys, and paralegals on all real estate matters related to leasing, development, transactions, and ancillary agreements. The Legal Department Administrator - Real Estate will also work closely in partnership with the Legal Department’s paralegal and administrative staff on supporting internal attorneys and paralegals managing a varying range of legal matters including but not limited to: commercial agreements, intellectual property filings, marketing initiatives and brand protection, employment matters, franchise matters, mergers & acquisitions, due diligence, litigation, and general corporate compliance work.

Key Result Areas:

Administrative support areas to attorneys and paralegals:

• Manage the Legal Real Estate email inbox and input matters into Smartsheet 

• Request up-to-date title and survey reports for all active lease transactions, as directed by attorney and paralegal staff

• Assign leases to outside counsel (by distributing LOIs and related title and survey reports to designated outside counsel), as directed by attorney and paralegal staff

• Organize, maintain and manage the storage and documentation of all real estate transaction agreement versions and final agreements in the drives

• Review lease execution packages for accuracy

• Process final execution of final leases and other agreements via Docusign 

• Distribute fully executed leases to internal stakeholders

• Track lease statuses, tasks, and deadlines 

• Schedule team related meetings, draft and distribute agendas, and capture notes and action items for dispersal to meeting attendees

• Ship and mail documents as directed by attorney and paralegal staff

• Process and track legal real estate invoices

• Support staff with timely drafting and review of all lease, construction, and ancillary lease documents (CC&Rs, SNDAs, estoppels, memoranda, amendments, rent commencement certificates, easements, etc)

• Assist with conference registrations, Bar dues, travel and reimbursement for real estate legal staff as directed

General support expectations:

• Support management of all Legal Department email inbox(es) and calendar(s), applicable matter creation, and distribution of related requests

• Intake and facilitation of contracts, documents, projects, and matters

• Work closely with the paralegal, attorney, and administrative staff on the timely and effective distribution of all incoming legal mail and emails, including the handling of service of processing communications, as directed by attorneys

• Schedule team related meetings, draft and distribute agendas, and capture notes and action items for dispersal to meeting attendees

• Support management and processing of invoices

• Manage Legal Department outgoing shipping and mailing requests

• Organize and file all legal documents

• Assure retention and organization of legal real estate records

• Keep files organized and up-to-date and adhere to established filing and naming protocols

• Provide detail focused and proactive support to paralegal and attorney staff in their efforts to effectively serve business partners and external teams

• Serve as coordinator and/or project manager for multi-departmental projects including communication of project objectives, updates, and timelines, as requested

• Support generating regular project, matter, and contract reports, including maintaining current statuses, entering applicable data, and capturing important deadlines and events

• Manage the collection of document signatures including manual, notary, and electronic signatures utilizing the Legal Department’s current Electronic Signature system(s)

• Assist paralegal and attorney staff with management of outside counsel relationships and matters

• Utilize and maintain the Legal Department’s current standard Matter and Contract Management system(s)

• Support paralegal and attorney staff with the development of and compliance with internal processes and procedures

• Support the team with implementation and improvement initiatives of all systems and tools

• Perform all administrative duties required to maintain a normal course of business

• Other special projects as needed

Job Qualifications:

• High School Diploma or GED, required

• Associates Degree or BA/BS, preferred

• 2 years of proven legal experience with a corporation, law firm, government agency, or similar enterprise, required

• Humble, hungry, and smart, required

• Basic understanding of privilege, confidentiality, and unauthorized practice of law, required

• Basic knowledge of law office operations, practices, and procedures, required

• Strong verbal and written communication skills for interactions with attorneys, paralegals, administrative staff, and business partners, required

• Strong attention to detail and organizational skills, with the ability to prioritize work and respond to multiple demands while meeting time sensitive deadlines, required

• Ability to project manage and balance working within the team environment, required

• Proficiency in team collaboration and the ability to deliver and receive project and performance feedback, required

• Efficiently and effectively work at a high level without direct supervision with work product accountability, required

• Ability to acknowledge and comply with all corporate policies and procedures, required

• Ability to develop systems, processes, and procedures, required

• Intermediate experience utilizing standard office technology including Google Suite, Microsoft Suite, Teams, Smartsheet, etc, required

• Exposure to real estate development and transactions including Build-to-Suit, Ground Leases, SNDA, Estoppel, and exclusivity issues, lease renewals and amendments, due diligence, memorandums, title and survey review, environmental reports, preferred

Location Requirement:

This position is required to be in Tempe, Arizona and required 4 days/week in office.

Skills:

• Keenness to Learn

• Adaptability

• Communication

• Critical Thinking

• Initiative

• Mission Focus

• Positive Thinking

• Problem Solving

• Teamwork

• Trustworthiness

Physical Requirements:

• In-Office Environment: Must be able to work in a busy, crowded, and loud office with frequent distractions and interruptions

  • Must be able to collaborate in-person with occasional impromptu in-person meetings 

• Office Conditions: Adaptability to typical office conditions, which may include exposure to air conditioning, heating, artificial lighting, and varying noise levels

• Mobility: Ability to sit, stand, reach, twist, stretch, and work at a desk for long stretches.  Must be able to occasionally move or lift office items up to 25 pounds

• Hearing Requirements: Hearing must be sufficient or correctable to ensure clear understanding of spoken information, including participating in virtual meetings and phone calls. Use of hearing aids or other assistive devices is acceptable if needed.

• Reading and Writing Proficiency: Ability to read and write in English is essential for processing documents, drafting reports, and following up on necessary actions. Proficiency in written communication is required to handle job-related tasks effectively.

• Vision Requirements: Vision must be adequate or correctable to perform essential job duties, such as reading documents on a computer screen and using other visual tools. Use of corrective lenses or other measures to meet visual requirements is expected if needed.

• Technology Proficiency: Must be proficient in operating a computer and other office productivity tools such as printers, scanners, and collaboration software. 

• Effective Communication: Must possess strong verbal and written communication skills to interact effectively with team members, clients, and other stakeholders via email, video conferencing, and other in office communication tools.

Compensation:

$28.82 - DOE

If you like wild growth and working in a unique and fun environment, surrounded by positive community, you'll enjoy your career with us!