Legal Support Administrator
Bidvest Facilities Management
Centurion, Gauteng
Permanent
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Posted 03 December 2024 - Closing Date 03 January 2025

Job Details

Job Description

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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