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HDI Global SE · 2 days ago

Legal Operations Coordinator

Chicago, IL

Full-time

Hybrid

Mid Level

3+ years exp

HDI Global Insurance Company is a leading commercial property & casualty insurer headquartered in Chicago. They are seeking a Legal Operations Coordinator to manage and optimize legal intake, tracking, and operational workflows, with a focus on annual licensing renewals and maintaining efficient processes for legal matters.

ConsultingFinancial ServicesInsuranceRisk Management

No H1B

Responsibilities

Lead and coordinate the annual licensing renewal process for all three insurance entities, across many jurisdictions, ensuring timely and accurate filings with all relevant state departments and regulatory bodies

Maintain a comprehensive calendar of all licensing deadlines and proactively manage reminders, documentation, and submission requirements

Liaise with internal stakeholders and external service providers to gather required information and resolve any issues related to licensing

Own the legal inbox: triage, categorize, assign, and track service levels/turnaround times

Log, process, and track subpoenas, lawsuits, demand letters, consumer complaints, and regulatory inquiries

Maintain litigation and regulatory calendars; manage deadline controls and reminders

Receive service of process and ensure timely escalation to internal/external stakeholders

Keep standard templates current, coordinate signature processes, etc

Organize Legal shared drive folder

Document and improve workflows for key legal processes (e.g., matter intake, escalation, response to subpoenas and service of process)

Build dashboards (e.g., monthly intake volume, cycle times, etc.)

Drive continuous improvement (simplify steps, automate reminders, eliminate bottlenecks)

Organize shared drive; maintain naming conventions and retention management

Digitize physical files and organize the Legal network drive

Be the point person for legal technology (e.g., matter tracker in Excel, Concur invoice processing, AdobeSign, SharePoint, etc.)

Manage, track, and report status (quarterly and as needed) on current legal project logs

File Company Contact forms with NAIC and/or state departments of insurance

Support annual corporate insurance renewal (in addition to licensing)

Perform monthly fines and penalties analysis and claims bordereaux reporting

Complete assignments accurately and timely

Process invoices and credit card expenses

Qualification

Legal operationsLicensing managementWorkflow documentationDashboard buildingMicrosoft Office SuiteExcelSharePointAdobe AcrobatFinancial acumenRegulatory handlingSubpoena handlingProactiveCommunicationDetail-oriented

Required

3–5 years in a law firm or in-house legal department (legal ops/admin, litigation support, or similar)

Strong organizational and process skills; comfort with Excel/SharePoint/Teams and e-signature tools

Basic financial acumen (invoices, expenses)

Experience documenting workflows and building dashboards

High proficiency in Microsoft Office Suite and Adobe Acrobat

Proactive, detail-oriented, and a systems thinker (able to see how processes and tasks fit together and impact the broader organization)

Clear communicator, comfortable pushing for consistency and deadlines

Able to multi-task, prioritize, and complete assignments accurately and timely

Maintains confidentiality and demonstrates strong stakeholder coordination and communication skills

Regulatory and subpoena handling experience

Preferred

Bachelor's degree or legal certification preferred; ABA-approved paralegal certificate a plus

Prior experience in the insurance industry is preferred (commercial property & casualty insurance is advantageous but not required)

Familiarity with AdobeSign, Westlaw, and Concur

Benefits

401(k) with company match

Paid Time Off

Sick Leave

Medical

Health Reimbursement Arrangement (HRA)

Telemedicine

Wellness Program

Employee Assistance Program (EAP)

Dental

Vision

Accident & Critical Illness Insurance

Flexible Spending Account (FSA)

Dependent Care FSA

Group and Voluntary Life Insurance

Short- and Long-Term Disability

Pet Insurance

Transit and Parking benefits

Company

HDI Global SE

HDI Global SE – Your Trusted Partner in Transformation Companies in the trading, manufacturing, and service industries need a reliable insurance partner.

Founded in 1903

Hanover, Niedersachsen, DEU

5001-10000 employees