Staff Counsel Operations Administrator - HYBRID

Why Join GEICO?

At GEICO, we offer a rewarding career where your ambitions are met with endless possibilities.

Every day we honor our iconic brand by offering quality coverage to millions of customers and being there when they need us most. We thrive on relentless innovation to exceed our customers' expectations while making a real impact on local communities nationwide.

Founded in 1936, GEICO is a member of the Berkshire Hathaway family of companies and one of the largest auto insurers in the United States. When you join our company, we want you to feel valued, supported, and proud to work here. That's why we offer the GEICO Pledge: Great Company, Great Culture, Great Rewards, and Great Careers.

Role purpose

Provide dedicated operational and administrative support for Staff Counsel offices by coordinating financial administration, non-matter related vendor services, workplace and facilities activities, and standardized administrative processes. The role serves as a central point of coordination among Staff Counsel leadership, Finance, Accounts Payable, Supplier Management, facilities partners, landlords, vendors, and Legal Operations to promote consistent service delivery, timely issue resolution, accurate records, and operational continuity across Staff Counsel locations.

Key responsibilities

Financial Administration & Vendor Management

• Coordinate the intake, review, routing, processing, tracking, and retention of Staff Counsel invoices to support timely payment, operational visibility, and compliance with established financial controls and practices

• Prepare bill payment documentation, obtain required approvals, maintain invoice records, and coordinate payment processing activities with Accounts Payable, Finance, Staff Counsel leadership, and other stakeholders

• Manage centralized Staff Counsel invoice administration processes, including invoice tracking, status monitoring, follow-up on outstanding items, resolution of routine processing issue, and maintenance of supporting documentation and records.

• Support vendor onboarding, vendor information maintenance, contract-related administrative activities, and coordination with internal and external partners to ensure accurate and efficient vendor administration
• Monitor invoice activity, identify discrepancies, support issue resolution, and maintain accurate financial and administrative records that promote consistency, accountability, and operational continuity across Staff Counsel offices.

Staff Counsel Operations & Administrative Process Support

• Maintain administrative practices, documentation, templates, and knowledge resources that support consistent operations across Staff Counsel offices.

• Support process standardization, continuity planning, and administrative process improvement efforts.

• Assist with maintaining operational resources, reference materials, and cross-office administrative consistency.

Office Operations & Facilities Administration

• Coordinate office vendors, service providers, and facilities-related requests for Staff Counsel offices, including support for records management, mail services, office equipment, and other operational vendors.

• Liaise with Data and Analytics to maintain and use Staff Counsel lease and occupancy reporting, and coordinate with the designated real estate and lease-management team to support lease negotiations, renewals, expirations, office consolidations, and related decisions.

• Maintain Staff Counsel office and management reference information and related operational records.

• Coordinate mail operations, legal mail intake processes, shipping, receiving, courier services, and routing of administrative correspondence and materials.

• Support records storage, retention, and destruction activities, including coordination with external records-management vendors and maintenance of related administrative records.

• Maintain office resources, supplies, administrative records, contact information, and operational reference materials needed to support efficient day-to-day office administration.
• Coordinate contract routing, vendor documentation, and administrative support activities associated with office services, facilities operations, and Staff Counsel office administration.

• Serve as the primary administrative point of contact with landlords and facilities partners for Staff Counsel office-management needs, including coordinating services not covered under applicable leases, tracking open issues, facilitating resolution, and escalating matters to the appropriate internal stakeholders

• Coordinate administrative support for Staff Counsel technology and process-improvement initiatives and issue follow-up.

Onboarding

• Provide centralized onboarding support for Staff Counsel new hires, including coordinating access, equipment, workspace setup, sharing of reference resources to promote a consistent onboarding experience across locations and in line with onboarding efforts of the Legal Department.

Basic Qualifications

• Bachelor’s degree in business administration, finance, legal studies, operations, facilities management, or a related field; or equivalent relevant professional experience.

• At least five years of progressively responsible experience in legal administration, business operations, office administration, financial administration, vendor management, facilities coordination, or a comparable professional-services environment.

• Experience coordinating invoice intake, approvals, payment processing, financial records, vendor documentation, or related financial-administration activities.

• Experience supporting office operations, facilities services, leases, office moves, records-management services, or relationships with landlords and workplace-service providers.

• Demonstrated ability to coordinate work across multiple offices, departments, vendors, and stakeholders with limited supervision.

• Strong organizational and project-coordination skills, including the ability to manage recurring workflows, competing priorities, deadlines, records, and follow-up activities.

• Strong written and verbal communication skills, with the ability to communicate effectively with legal professionals, business partners, vendors, and senior stakeholders.

• Demonstrated judgment, attention to detail, problem-solving ability, and discretion when handling confidential legal, business, personnel, or financial information.

• Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, SharePoint, and Teams.

• Experience using financial, procurement, vendor-management, facilities, or enterprise workflow systems.

Preferred Qualifications

• Experience in a corporate legal department, law firm, insurance legal operation, or other regulated professional-services environment.

• Experience with Workday or a comparable financial and procurement platform.
• Experience maintaining invoice trackers, operational dashboards, vendor records, lease information, office inventories, or performance reports.

• Experience developing or maintaining, checklists, process documentation, templates, knowledge resources, and administrative controls.

• Experience coordinating services across geographically dispersed offices.

• Familiarity with supplier onboarding, contract support, purchase orders, cost centers, invoice reconciliation, records retention, and payment-status reporting.

• Demonstrated ability to identify process gaps and recommend practical improvements to administrative workflows.

• Experience serving as a primary point of contact for vendors, landlords, facilities partners, or internal corporate functions.

Annual Salary

The above annual salary range is a general guideline. Multiple factors are taken into consideration to arrive at the final hourly rate/ annual salary to be offered to the selected candidate. Factors include, but are not limited to, the scope and responsibilities of the role, the selected candidate’s work experience, education and training, the work location as well as market and business considerations.

The GEICO Pledge:

Great Company: Protecting customers through life’s twists and turns with innovation and integrity.

Great Careers: Personalized development programs, mentorship, and certification assistance.

Great Culture: Inclusive and collaborative culture rooted in shared success.

Great Rewards: Competitive pay, benefits, and flexibility to support your well-being and future.

The equal employment opportunity policy of the GEICO Companies provides for a fair and equal employment opportunity for all associates and job applicants regardless of race, color, religious creed, national origin, ancestry, age, gender, pregnancy, sexual orientation, gender identity, marital status, familial status, disability or genetic information, in compliance with applicable federal, state and local law. GEICO hires and promotes individuals solely on the basis of their qualifications for the job to be filled.

GEICO reasonably accommodates qualified individuals with disabilities to enable them to receive equal employment opportunity and/or perform the essential functions of the job, unless the accommodation would impose an undue hardship to the Company. This applies to all applicants and associates. GEICO also provides a work environment in which each associate is able to be productive and work to the best of their ability. We do not condone or tolerate an atmosphere of intimidation or harassment. We expect and require the cooperation of all associates in maintaining an atmosphere free from discrimination and harassment with mutual respect by and for all associates and applicants.