Legal Operations Specialist

Legal Operations Specialist 

Let’s be unstoppable together!

Circana is a leading provider of technology, AI, and data solutions for consumer packaged goods companies, manufacturers, and retailers. Our predictive analytics and Liquid Data® platform help clients measure market share, uncover consumer behavior, and drive growth—powered by six decades of expertise and an expansive, high-quality data set.

At Circana, we are fueled by our passion for continuous learning and growth, we seek and share feedback freely, and we celebrate victories both big and small in an environment that is flexible and accommodating to our work and personal lives.  We’re a global company dedicated to fostering inclusivity and belonging. We value and celebrate the unique experiences, cultures, and viewpoints that each individual brings. By embracing a wide range of backgrounds, skills, expertise, and beyond, we create a stronger, more innovative environment for our employees, clients, and communities. With us, you can always bring your full self to work.  Join our inclusive, committed team to be a challenger, own outcomes, and stay curious together. Circana is proud to be Certified™ by Great Place To Work®. This prestigious award is based entirely on what current employees say about their experience working at Circana. Learn more at www.circana.com.

Role Overview

The Legal Operations Specialist supports the Corporate Legal department by managing administrative and operational aspects of legal vendor management, matter intake, and legal spend and billing processes. This role partners closely with Legal Operations leadership, the department’s practitioners and external vendors, and the company’s Finance, Accounting, and Procurement teams to ensure efficient matter intake, accurate billing, and compliance with internal policies and outside counsel guidelines.

Job Responsibilities

Matter Intake & Matter Management

• Serve as the primary administrative owner of the department’s matter intake process.
• Receive, review, and triage new matter requests to ensure completeness, accuracy, and proper categorization.
• Open, maintain, and update matters in the matter management system, ensuring accurate assignment of matter type, practice area, cost center, responsible attorney, and vendor.
• Facilitate timely engagement of outside counsel or legal service providers in accordance with intake governance, vendor approval requirements, and outside counsel guidelines.
• Ensure budgets, fee arrangements, approved rates, and vendor information are captured at matter inception to support spend controls and reporting.
• Monitor intake workflows to ensure matters progress efficiently from request through activation.
• Enforce intake standards and data quality requirements to support downstream spend analysis and reporting.
• Continuously improve intake processes to balance ease of use for business partners with strong governance and cost discipline.

Vendor Management

• Serve as the primary administrative point of contact for outside counsel and legal service providers.
• Support onboarding, offboarding, and maintenance of legal vendors, including engagement letters, rate agreements, and required documentation.
• Maintain accurate and up-to-date vendor records in legal operations and financial systems.

Legal Spend & Billing Management

• Coordinate and track purchase orders for legal matters, ensuring timely setup, accurate coding, and alignment with approved vendors and budgets.
• Administer legal billing and matter management systems, including e-billing platforms and spend dashboards.
• Review legal invoices for accuracy, policy compliance, and proper matter and budget coding.

Administrative & Operational Support

• Support development, documentation, and enforcement of legal billing guidelines, intake standards, and spend controls.
• Partner with Finance, Accounting, and Procurement to ensure alignment with corporate policies, vendor payment processes, and reporting requirements.
• Identify opportunities for process improvement, automation, and efficiency across intake, vendor management, and spend workflows.

Compliance & Reporting

• Ensure adherence to internal policies, outside counsel guidelines, and audit requirements.
• Support internal and external audits related to legal spend, vendors, and matter data.
• Track and report on KPIs such as matter intake volume, spend by firm and matter type, budget adherence, and cost-savings initiatives.

Requirements

• Bachelor’s degree or equivalent professional experience.
• 2 to 4 years of experience in legal operations, legal administration, finance, or vendor/spend management.
• Experience with legal billing, e-billing, and/or matter management systems.
• Strong attention to detail and ability to manage high-volume administrative workflows accurately.
• Proficiency in Microsoft Excel and reporting tools; comfort working with financial and operational data.
• Strong organizational, communication, and stakeholder management skills.

 Preferred Qualifications

• Experience in a corporate legal department or law firm.
• Familiarity with legal spend analytics, rate benchmarking, and alternative fee arrangements.
• Experience partnering with Finance, Accounting, and Procurement teams.
• Process improvement or continuous improvement experience.

Circana Behaviors

Beyond technical skills, experience, and role-specific attributes, these shared behaviors are fundamental to our culture and success. We seek individuals who consistently demonstrate and champion these behaviors in their daily work:

• Stay Curious: Being hungry to learn and grow, always asking the big questions.
• Seek Clarity: Embracing complexity to create clarity and inspire action.
• Own the Outcome: Being accountable for decisions and taking ownership of our choices.
• Center on the Client: Relentlessly adding value for our customers.
• Be a Challenger: Never complacent, always striving for continuous improvement.
• Champion Inclusivity: Fostering trust in relationships engaging with empathy, respect, and integrity.
• Commit to each other: Contributing to making Circana a great place to work for everyone.

Location: This position can be located in the following area(s): Bangalore, India

Prospective candidates may be asked to consent to background checks (in accordance with local legislation and our candidate privacy notice ) Your current employer will not be contacted without your permission.