Paralegal/Administrative Coordinator - 5 years experience required

A confidential, privately held organization operating in a regulated industry is seeking an experienced Paralegal to oversee legal administration, regulatory compliance, licensing, vendor contracts, and corporate recordkeeping across multiple jurisdictions. This role works closely with executive leadership to ensure the organization's compliance posture, documentation systems, and contractual obligations are accurately maintained and proactively managed. The position requires sound judgment, independent decision-making, and strict adherence to confidentiality. The individual in this role will be entrusted with sensitive legal, financial, contractual, and operational information and must demonstrate professionalism, discretion, and integrity at all times.

Core Responsibility:

Confidentiality Confidentiality is a fundamental requirement of this position.

The successful candidate must:

Treat all legal, financial, contractual, personnel, and operational information as strictly confidential Exercise discretion in all written, verbal, and electronic communications Maintain secure handling and storage of sensitive documentation Demonstrate sound judgment when interacting with vendors, regulators, attorneys, and internal stakeholders Unauthorized disclosure or mishandling of confidential information may result in immediate termination. Key Responsibilities Compliance & Regulatory Administration Maintain working knowledge of applicable state and local regulations Monitor regulatory changes and notify leadership of updates or required actions Maintain a centralized compliance calendar tracking licenses, permits, inspections, and renewals across all locations Prepare and track licensing renewals and regulatory filings Verify store-level compliance documentation and required records Assist with drafting and maintaining internal compliance policies and procedures Legal Documentation & Corporate Recordkeeping Maintain organized legal and corporate files including leases, contracts, NDAs, insurance records, and compliance documentation Prepare, proofread, and format legal and corporate documents Track contract and lease expiration dates and provide advance notice for renewals Coordinate legal correspondence, notarizations, and communications with outside counsel Contract & Vendor Administration Maintain a centralized database of vendor contracts and service agreements Track contract terms, pricing structures, and renewal timelines Assist with reviewing vendor agreements for compliance and risk exposure Coordinate contract revisions and approvals with leadership and outside counsel Serve as a professional point of contact with vendors while maintaining accurate documentation of communications Corporate & Operational Support Conduct regulatory and jurisdictional research related to new locations Assist with preparation of licensing packets for new store openings Draft internal memoranda and corporate correspondence as needed Manage legal and administrative inboxes, calendars, and compliance deadlines Maintain insurance files and assist with documentation related to claims when required Qualifications Minimum 5+ years experience as a paralegal, senior legal assistant, or similar legal support role Experience managing confidential legal, contractual, and compliance information Knowledge of licensing, regulatory compliance, and corporate documentation Exceptional organizational and deadline-management skills High attention to detail and accuracy Proficiency in Microsoft Outlook, Teams, and document management systems Strong written and verbal communication skills Fluent in English and Spanish (required) Demonstrated integrity, discretion, and professional judgment Ability to work independently and proactively identify issues Must pass background and reference checks Work Environment Works directly with executive leadership Collaborates with operations teams and outside legal counsel Role requires independent judgment and strict confidentiality Benefits Competitive salary Paid time off Paid sick leave Holiday bonuses and discretionary performance incentives

Job Type:

Full-time Pay:

$70,000.00 - $90,000.00 per year

Benefits:

Paid time off

Experience:

Paralegal:

5 years (Required)

License/Certification:

Paralegal Certification (Required)

Work Location:

In person