Legal Specialist

Overview

Kimley-Horn is looking for a Legal Specialist to join the corporate Legal team in Walnut Creek, California (CA).

We are looking for a driven, professional, organized legal specialist to support our Legal team.  Your primary job duties will include handling third-party subpoenas and requests for production of documents, compiling project files for claims, maintaining discovery and internal legal team calendars, monitoring and maintaining legal database, and issuing notices, legal holds, and other legal correspondence as needed.  You will also assist Marketing Teams throughout the firm with legal questions related to proposals.

Responsibilities

• Support in-house attorneys 

• Monitoring and updating claims management systems 

• Management of litigation processes 

• Process and respond to subpoenas 

• Assist with document production and coordination of written discovery responses 

• Coordinate depositions 

• Calendar deadlines and updates 

• Schedule calls related to claims or other legal matters 

• Issue and place Litigation Holds 

• Draft correspondence, releases, notices, and other legal documents 

• Process settlements 

• Communicate with clients, outside counsel and internal company departments 

• Other duties include, but are not limited to, performing general administrative duties such as scheduling, coordinating travel, mailing, scanning, filing, expenses, processing invoices, and other legal assistance as needed 

• General legal/law firm support  

• General administrative support  

• Respond to legal marketing questions 

• Internal processes support/management (ways to improvise internal processes) 

• Assist in developing team guidelines for use with outside counsel 

Qualifications

• Capable of managing and balancing multiple tasks/priorities with a sense of urgency
• Ability to respond quickly and efficiently to requests for assistance
• Ability to work independently in a fast-paced environment
• Highly organized and detail-oriented
• Ability to learn new tasks and/or software programs quickly
• Strong interpersonal skills
• Excellent written and oral communication skills
• Positive and client-oriented
• Ability to effectively partner with team members across the firm

Preferred Experience:

• 5+ years of paralegal or legal administrative experience with focus on litigation preferred
• Proficient with Microsoft Office, Word, Excel, and Teams, and Legal Tracker is a plus

 Office hours are 7:30am - 5:30pm Monday - Thursday and 7:30am - 11:30am Friday.

Applicants must be legally authorized to work for Kimley-Horn in the U.S. without employer sponsorship. We do not typically sponsor H1-B or any other work visa petitions.

Salary Range: $85,000-$115,000

Why Kimley-Horn?

At Kimley-Horn, we do things differently. People, clients, and employees are at the forefront of who we are. Clients know we prioritize achieving their goals and growing their success. Employees know our culture and approach to business are built on a desire to provide an environment for everyone to flourish. Our commitment to quality is only as good as the people behind it— that’s why we welcome and develop passionate, hardworking, and proactive employees. We take pride in how our employee retention, robust benefits package, and company values have led to Kimley-Horn’s placement on the Fortune “100 Best Companies to Work” list for 19 years!

Key Benefits at Kimley-Horn

• Exceptional Retirement Plan: 2-to1- company match on up to 4% of eligible compensation (salary + bonus) and additional profit-sharing contribution.
• Comprehensive Health Coverage: Low-cost medical, dental, and vision insurance options.
• Time Off: Personal leave, flexible scheduling, floating holidays, and half-day Fridays.
• Financial Wellness: Student loan matching in our 401(k), and performance-based bonuses.
• Professional Development: Tuition reimbursement and extensive internal training programs.
• Family-Friendly Benefits: New Parent Leave, family building benefits, and childcare resources.

Responsibilities

- Support in-house attorneys 
- Monitoring and updating claims management systems 
- Management of litigation processes 
- Process and respond to subpoenas 
- Assist with document production and coordination of written discovery responses 
- Coordinate depositions 
- Calendar deadlines and updates 
- Schedule calls related to claims or other legal matters 
- Issue and place Litigation Holds 
- Draft correspondence, releases, notices, and other legal documents 
- Process settlements 
- Communicate with clients, outside counsel and internal company departments 
- Other duties include, but are not limited to, performing general administrative duties such as scheduling, coordinating travel, mailing, scanning, filing, expenses, processing invoices, and other legal assistance as needed 
- General legal/law firm support  
- General administrative support  
- Respond to legal marketing questions 
- Internal processes support/management (ways to improvise internal processes) 
- Assist in developing team guidelines for use with outside counsel