Actual Talent is the talent acquisition consultancy that offers Executive Search, RPO and Talent Solutions.

Our purpose is to drive the growth and fulfillment of individuals and organizations. We facilitate individuals in finding inspiring opportunities and help organizations discover professionals who will take them to the next level. We do this through talent acquisition and development solutions that focus on people, diversity and inclusion, innovation, and cutting-edge technology.

Location: Barcelona, Spain

Department: Legal & Compliance

Reporting Line: VP Legal & Compliance, EMENA GC

About the Opportunity

Are you a highly organized professional with an eye for detail and a passion for structuring efficient workflows? We are seeking a dynamic Legal Operations Officer to support our expanding EMENA Legal function. Based in vibrant Barcelona, this pivotal role coordinates the administrative, technological, and financial heartbeat of a global legal team.

Rather than requiring deep legal expertise, this role is a perfect match for a process-driven professional who excels at database management, data tracking, financial coordination, and cross-functional collaboration in a fast-paced multinational environment.

Core Focus Breakdown

• 40% Legal & Contract Administration

• 25% Database Management & Systems

• 20% Reporting, KPIs & Legal Budgets

• 15% Internal & External Cross-department Coordination

Key Responsibilities

1. Legal Billing & Financial Management

• Review, manage, and process legal invoices via corporate management tools (such as Serengeti/Tracker and SAP).

• Coordinate with external law firms to track payment status, resolve queries, and update internal registers.

• Collaborate with Finance and corporate stakeholders to facilitate monthly legal accruals and annual budget preparation.

• Maintain and update the Savings Register and Law Firm Billing Tracker.

2. Contract Lifecycle & Database Management

• Register regional commercial and corporate contracts into contract management databases, ensuring secure storage of fully executed versions.

• Oversee corporate tracking tools, monitoring contractual expirations quarterly to proactively generate upcoming workloads for the legal team.

• Manage digital and physical filing systems for corporate documentation, powers of attorney (PoAs), deeds, and financial statements across European entities.

• Provide database training, draft standard procedural documentation, and identify process improvement opportunities.

3. Executive Reporting & Analytics

• Prepare monthly management reports, executive decks, and data-driven dashboards for leadership meetings.

• Track team KPIs, response times, workload metrics, and maintain performance trackers for consecutive fiscal years.

4. Signature Process & Corporate Support

• Coordinate signature routing workflows with internal stakeholders and senior management for complex corporate, B2B, and licensing agreements.

• Liaise with external notary public offices for document legalization, apostilles, and official certifications.

• Manage formal incoming corporate correspondence and coordinate prompt routing within the legal department.

Your Profile

Technical Competencies & Experience

• Professional Fluency in English: High-level spoken and written English is mandatory; daily communication is entirely in English within a multicultural environment.

• Systems & Tech-Savvy: Strong command of Microsoft Office (Word, advanced Excel, and PowerPoint). Prior experience or familiarity with legal/corporate tech (SAP, Serengeti, or contract databases) is highly valued.

• Financial Literacy: Prior experience or background/training in finance, accounting, or billing management is highly advantageous.

• Multinational Exposure: Prior experience navigating cross-functional workflows within global or corporate settings is preferred.

Key Soft Skills

• Meticulous Attention to Detail: Exceptional thoroughness in data entry, proofreading, and contract registration.

• Process Orientation: Comfortable managing structured, high-volume tasks that are critical to business compliance and legal risk management.

• Organized & Multitasker: Strong logical thinking with the capability to manage multiple deadlines and priorities simultaneously.

• Interpersonal Skills: Ability to interact effectively with stakeholders across different levels of hierarchy and cultural backgrounds.

What We Offer

• A strategic operational role within a world-class legal department.

• A truly international, multicultural, and collaborative environment.

• Modern office location in Barcelona with opportunities to make an impact on regional operations.