Job Description

Job Title: Paralegal & Administrative Agent

Job

We are seeking a reliable and well-organized Paralegal & Administrative Agent with approximately 3-5 years of experience to support the company's day-to-day administrative operations while acting as the central coordination point for all legal requests The role focuses on request intake, coordination, follow-up, documentation, and execution tracking across departments, without drafting legal documents.

Key Responsibilities

Legal Coordination & Follow-Up

• Receive and register legal requests from internal departments (Commercial, Operations, Finance, Technical, etc.)
• Ensure requests are complete and clarify requirements with internal stakeholders when needed
• Coordinate all legal inquiries and documentation with external legal advisors
• Track each legal matter from initiation through review, approval, signature, and execution
• Follow up with legal advisors and internal teams to ensure timely progress and closure
• Maintain clear trackers, status updates, and records of all legal requests

Administrative & Office Support

• Handle day-to-day administrative tasks for the company
• Manage incoming and outgoing correspondence and document filing
• Organize company records, licenses, registrations, and official documents
• Coordinate signatures, notarization, and document legalization when required
• Schedule meetings, prepare agendas, take minutes, and follow up on action items
• Support travel arrangements, office supplies, vendors, invoices, and basic procurement
• Assist management with reports, presentations, and administrative coordination

Document Control & Records Management

• Maintain organized digital and physical filing systems
• Ensure proper document version control and archiving
• Manage confidentiality and access to sensitive documents
• Maintain contract and legal document repositories

Qualifications & Experience

• Bachelor's degree in Law, Business Administration, or a related field
• Minimum 3-5 years of experience in legal administration, paralegal coordination, or corporate administration
• Experience dealing with external law firms, advisors, or regulators is a strong plus
• Prior exposure to multi-department coordination is preferred

Skills & Competencies

• Strong organizational, coordination, and follow-up skills
• Excellent written and verbal communication skills
• High attention to detail and process discipline
• Ability to manage multiple requests simultaneously
• Professional handling of confidential information
• Proficient in Microsoft Office (Word, Excel, Outlook); experience with trackers or ERP systems is a plus