Coordinator - Legal

Job description:

Job Purpose

Provides professional administrative support to the Legal Department to ensure smooth run of  day-to-day activities, this includes but is not limited to communication, meetings, contracts, verification of invoices, visa & travel arrangements, presentations, etc. all to be carried out in utmost confidentiality and professionalism in line with company’s policies and procedures. 

Ensures timely execution and thorough follow up on all tasks assigned to him/her whilst maintaining a professional and positive representation of the company.

1. Provides administrative support on the day-to-day activities within the legal department; manages a variety of administrative and support duties to ensure efficiency and smooth work-flow.  

2. Reflects a positive image of a professional and congenial approach throughout all his/her communication whether in person, in telephone, or throughout written/electronic correspondence.  

3. Interacts internally with all company departments, and externally with clients, government authorities, suppliers, vendors, contractors, consultants, tenants, etc. 

4. Manages the administration of agreements, contracts, briefings, tenancy contracts, etc. ensuring all are drafted, reviewed by legal department and carried out timely and effectively to facilitate the work needs. Assists the Legal Department in a variety of activities such as reviewing contracts, updating and following up on the litigation report, processing invoices, translation, and maintaining the filing system. 

5. Executes and coordinates various tasks of sensitive nature encountered with delicate and confidential information such as company resolutions, agreements, contracts and legal cases. 

1. Checks/verifies the financial reports, invoices and payments prior to GM’s final approval and signature. 
2. Prepares a list of all accommodation staff tenants and coordinates with Finance/Payroll to ensure rental charges are deducted from salary on monthly basis.  
3. Coordinates meetings as needed; ensures necessary arrangements are carried and communicated timely and as per adopted practices: prepares agenda, venue, communication, minutes of meeting, etc. 
4. Handles the GM’s guests travel arrangements and visas whenever needed with utmost professionalism and confidentiality. 
5. Partners with other departments to organize and coordinate the company’s main events and gatherings as per agreed plans and adopted practice. 
6. Maintains an accurate and up-to-date database of all contacts, records, contracts, files, reports, etc. to be retrieved and accessed by authorized personnel whenever and as needed.  

Note – The role defined here is not exhaustive and duties and responsibilities in line with the job function may be added from time to time. 

• Bachelor’s degree in Management/Business Administration or equivalent. 
• A Diploma in Office Management/Secretarial Skills from a recognized institution is acceptable if combined with necessary working experience.  
• Understanding of basic legal jargon and contractual terms.
• Proficient in Microsoft Office, Internet and Web Search. 
• Very good in English and Arabic Languages. 

• Fresh graduates may be considered for this role given they meet/exceed required competencies. 
• 2+ years of experience in an administrative/secretarial/coordination role in any service industry.  
• Excellent communication skills (verbal, written) expressed in high level of accuracy. 
• Capable of interacting with top executives, seniors, and subordinates with professionalism. 
• Possesses excellent organizing and time management skills in  frequently changing environments. 
• Reliable, self-motivated, takes ownership, and displays energy and enthusiasm. 
• Well-spoken with composed personality; patient, capable of controlling reactions always. 
• Applies wise judgment combined with good problem solving and decision-making skills to assess matters and evaluate situations and acts accordingly. 
• A team player demonstrates good understanding of how to support teams. 
• Proven skills in working with data, records and resources with high efficiency. 
• Multi-task oriented with high attention to details. 
• Capable of working hard and under pressure. 
• Employs technical skills and interpersonal relations to support company’s objectives. 
• Demonstrates the ability to contribute and successfully deliver against set KPIs.