Administrator - Legal

Roles, Responsibilities, Duties

Legal Administration:

• Provide day-to-day administrative support to the Legal Department.
• Maintain legal files, records, contracts and correspondence in accordance with document management standards.
• Coordinate the execution, filing and archiving of legal documents while ensuring confidentiality and compliance.
• Schedule meetings, manage calendars and coordinate internal and external legal engagements.
• Prepare meeting agendas, record minutes and follow up on action items.

Invoicing & Billing:

• Coordinate the processing and tracking of legal invoices, external counsel fees and departmental expenses.
• Raise purchase requests and coordinate purchase orders in accordance with procurement procedures.
• Liaise with Finance to ensure timely processing and reconciliation of invoices and payments.
• Monitor the department's legal spend and maintain accurate expenditure records.

Systems Administration:

• Administer and maintain legal systems, contract management platforms and departmental databases.
• Ensure legal records are accurate, complete and up to date.
• Support the implementation and continuous improvement of legal systems and administrative processes.

Reporting & Analytics:

• Prepare monthly legal reports, dashboards and performance updates
• Consolidate departmental data and produce accurate management information and key performance metrics.
• Monitor reporting timelines and ensure timely submission of recurring reports.
• Identify opportunities to improve reporting quality, automation and data accuracy.

General:

• Coordinate with internal stakeholders and external legal service providers as required.
• Maintain strict confidentiality of all legal information and documentation.
• Support departmental projects and initiatives.
• Perform any other duties assigned by the General Counsel.

Qualification:

• Bachelor's degree in Business Administration, Law, Legal Studies or a related discipline.

Experience and Competencies:

Experience

• Minimum 3–5 years of administrative experience, preferably within a Legal Department or professional services environment.
• Experience in managing invoices, billing and budget administration.
• Experience in preparing executive reports and management dashboards.
• Experience in using document management systems, contract management systems or ERP platforms (SAP or similar) is preferred.

Competencies

• Excellent organizational and administrative skills.
• Strong reporting and analytical capabilities with exceptional attention to detail.
• Advanced proficiency in Microsoft Excel, PowerPoint and Word.
• Experience preparing reports for senior management and executive leadership.
• Ability to manage multiple priorities and meet tight deadlines.
• Excellent written and verbal communication skills.
• High level of discretion, integrity and confidentiality.
• Experience with Power BI or similar reporting tools is an advantage.
• Planning & Organizing
• Attention to Detail
• Accountability
• Confidentiality & Integrity
• Customer Focus
• Communication