Legal Support Administrator

2 weeks ago

Centurion, South Africa Bidvest Facilities Management Full time

**Duties**
- Adhere to procedures and policies in place and aid in improving procedures regularly.
- Ensure that monthly tasks and reporting outputs are delivered on time.
- Identify and report problem areas within the legal department’s contract administration.
- Contract management - ensuring that the necessary contract documentation is in place for procurement and new business (sales), correctly completed, managing the received documents, and interacting with internal and external stakeholders.
- Contract Lifecycle Management for legal department:

- Maintain an organised system for tracking and managing contracts, including key milestones, expiration dates, and renewal options.
- Stakeholder Collaboration:

- Collaborate with various departments, including procurement, finance, and operations, to gather necessary information for contract administration.
- Record-keeping and Documentation:

- Maintain accurate and up-to-date contract records, including original contracts, amendments, correspondence, and related documents.
- Ensure proper documentation of contract changes, approvals, and other contract-related communications.
- Legal Support
- Stay informed about legal and regulatory developments impacting contract administration

**Administration**
- Assist in drafting of new contracts and finalisation of contracts (formatting, spell checking, cross reference checking amongst others).
- Support the legal function and with required contract administrative functions
- Maintain an organised system of physical and digital records of contracts, follow up with internal stakeholders on gaps (missing or invalid documents etc).

**Experience and qualifications required**
- National Senior Certificate (NSC) (Matric).
- Certificate or Diploma in Legal Support Services, Paralegal Studies or Legal Secretary Studies from a recognised institution.
- Bachelor's degree in law (LLB) (not mandatory but will be considered advantageous).
- Short course in legal administration or legal document preparation accredited by the South African Qualifications Authority (SAQA).
- 2 - 5 years relevant experience.

**Key competencies**
- Meticulous attention to detail in handling legal documents. Able to spot errors and ensure compliance with legal standards.
- Exceptional organisational abilities to manage tasks and prioritise. Capable of maintaining meticulous records and ensuring workflows run smoothly.
- Proficient in using Microsoft Office software with exceptionally strong skills in Microsoft Word and Excel.
- Strong knowledge of legal terminology.
- Familiarity with legal compliance standards (e.g. POPI and Labour law)
- Ability to work collaboratively with cross-functional teams and external stakeholders.
- Excellent verbal and written skills for drafting and reviewing professional correspondence and interacting with internal stakeholders.
- Comfortable handling inquiries and conveying information clearly and concisely.
- Trustworthy and able to handle sensitive information with the utmost confidentiality and professionalism.
- Proactive in identifying potential issues and proposing effective solutions.
- Able to work independently and anticipate the needs of the legal team.
- Highly reliable, meeting deadlines and delivering high-quality work under pressure.
- Adaptable to changing priorities, comfortable in working on varied tasks and stepping in where needed.
- Team orientated with strong interpersonal skills, contributing positively to a collaborative work environment.
- Ability to troubleshoot administrative challenges and implement efficient solutions.

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