About the Role
To support the Legal Affairs function through administrative legal operations, including document and register management, monitoring of contract and Power of Attorney expiries, legal service provider administration, and coordination of litigation and regulatory administrative matters, ensuring accuracy, timeliness, and audit readiness.
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Responsibilities
Core Responsibilities
- Provide centralised administrative support across all divisions within the Legal Department, acting as a single coordination point for legal administrative matters.
- Organise, maintain, and update physical and electronic legal files, trackers, and registers in line with document management and confidentiality policies.
- Maintain a comprehensive record of contracts filed with Legal, monitoring expiry dates and proactively notifying stakeholders of upcoming renewals, extensions, or terminations.
- Manage the end-to-end administrative process for Legal Department service contracts, including law firm panel arrangements, legal research libraries, and legal systems and platforms.
- Support invoicing processes for law firm invoices, court fees, and legal service providers, maintaining accurate records of payments and receipts.
- Maintain litigation and dispute matter files and trackers, coordinating administrative aspects of court submissions, hearing schedules, and deadlines.
- Liaise with external counsel on documentation, invoicing, and procedural follow-ups under the supervision of the line manager.
- Maintain the Powers of Attorney register, monitoring expiry dates and coordinating renewal, execution, notarisation, legalisation, and distribution as instructed.
- Support administrative submissions to regulators and government entities, coordinating document collection and tracking submission status.
- Maintain records of licenses, permits, and regulatory filings, and monitor trademark expiry dates, notifying legal leadership of pending expiries.
- Coordinate Legal Department meetings, prepare administrative materials, and circulate follow-up action items.
- Support onboarding logistics for Legal Department staff and assist in improving administrative processes, templates, and filing systems.
Quality & Excellence Management
- Generate regular and ad hoc administrative reports for the Legal Department, providing periodic status updates and summaries to leadership.
- Maintain and update all Legal Department logs and registers, including contracts, POAs, disputes, invoices, and trademarks, ensuring accuracy and timely entry of records.
- Monitor completion and accuracy of records across all Legal logs, following up on missing or overdue information.
- Ensure legal administrative processes meet accuracy, timeliness, and audit-readiness standards in line with department policies.
Qualifications
Qualifications & Experience
- Bachelor's degree in Law or a related field.
- Master's degree in Law or a related field is a plus.
- A minimum of 6 years of experience in legal administration or paralegal operations; in-house experience preferred.
