Officer - Legal Administration

Role & responsibilities

Legal invoice administration

• Verify law firm and vendor invoices against engagement terms, approved fees and required documentation.
• Route invoices for approval, follow up with Finance and vendors, and resolve queries so payments are made on time.
• Maintain a vendor-wise log of invoices, approvals and payments, and track spend against budget.

Notice management

• Maintain a register of legal and statutory notices received and sent (date, sender, subject, response deadline, owner, status).
• Log notices on receipt, route them to the right person and track responses to closure.
• Alert the legal team to approaching response deadlines.

Document and records management

• Maintain organized physical and digital records (contracts, notices, litigation files, stamp papers, licences) with indexing and version control.
• Enforce confidentiality and access controls; retrieve records on request; manage retention and archival per policy.

Reporting and MIS

• Prepare periodic reports on compliance, notices, invoices and pending actions, highlighting exceptions and aging.

Compliance tracking and follow-up

• Maintain the compliance tracker and calendar, with owners, due dates and status for each item.
• Collect updates and supporting evidence from responsible teams; send reminders ahead of due dates.

Training coordination

• Schedule compliance and legal awareness sessions, communicate with participants and maintain attendance and training records.

Departmental administration

• Coordinate meetings, travel, courier dispatches, stationery and stamp paper procurement; maintain the stamp paper and courier registers.

Key Interfaces

• Internal: Head of Legal and legal team, Finance / Accounts Payable, compliance owners across business functions, Procurement, HR, Admin.
• External: Law firms and legal service providers, courier and stationery vendors, regulatory and statutory bodies (for submissions, as directed).

Preferred candidate profile

Education

• Required: Graduate in Commerce, Business Administration or a related discipline.

Experience

• [1-3] years in legal administration, compliance coordination, accounts payable or departmental support, preferably in a corporate legal or compliance setting.

Must-have

• Experience maintaining trackers, registers and records accurately.
• Experience following up with multiple stakeholders to closure.

Good-to-have

• Exposure to legal invoice processing or vendor management.
• Familiarity with contract / compliance management tools or ERP.

Skills and Competencies

Technical skills

• MS Excel (lookups, pivots, trackers), Word, Outlook and PowerPoint.
• Document management and records systems.
• Basic MIS and report preparation.

Behavioural competencies

• Attention to detail and data accuracy.
• Ownership, persistence and follow-through.
• Planning and prioritization under deadlines.
• Clear written and verbal communication.
• Discretion with confidential information.
• Stakeholder coordination and professionalism.