Regional Legal Administrator

Job Summary

Administration of Legal Department including organization of documents filings, invoices processing, onboarding of vendors, overseeing corporate secretarial coordination for regional headquarter and its subsidiaries, and general administration support to the Legal & Compliance (L&C) Department.

Key Accountabilities

Corporate secretarial coordination arranging for corporate secretarial documents for ESP and regional subsidiaries to be signed, notarized and legalized as necessary, as well as creating and maintaining updated database of corporate information of all the entities.
Assist the Counsels in the L&C Department on the administration of contracts, including managing the contract lifecycle system (DocuSign).
Manage the administration of the contract lifecycle management platform including coordinating the signing processes of the contracting parties.
Administration of L&C Department includes organization of legal shared folders, processing invoices, onboarding of vendors, budget preparation, collaborating on the creation of digital learning resources and training modules, and general administration support to the L&C Department.
Support regional headquarter and regional subsidiaries on the maintenance of standard agreements and templates.
Review current processes and systems and propose improvements to the same, work closely with members of other business and operations divisions during improving the processes and systems for regional headquarter and regional subsidiaries.
Ensure that L&C Department administration and logistic issues are managed smoothly.

Key Job Requirements

Job / Skills Competencies

Proficiency in managing contract databases and utilizing contract lifecycle management software.
Knowledge of statutory filings, board minutes preparation, regulatory compliance, and corporate secretarial standards.
Familiarity with creating digital training modules, including writing instructional content, ability to upload, track, and administer online learning content.
High proficiency in Microsoft Office 365 (Word, Excel, PowerPoint) and managing departmental operational workflows.

Critical Work Experience

Hands-on experience administering Contract Lifecycle Management (CLM) systems, tracking milestones, managing renewals, and auditing contract repositories.
Proven track record in preparing board resolutions, maintaining minute books, managing statutory filings, and ensuring corporate regulatory compliance.
Background in managing day-to-day office operations, optimizing workflows, tracking budgets, and coordinating cross-functional departmental projects.

Qualification

A Diploma-holder, with the following skills:

Attention to detail to ensure that documents are correctly prepared for signature, and properly filed and maintained
Information ordering ability to arrange things or actions in an orderly manner such as converting document types and assigning file names and numbers
Time management skills to work efficiently on a variety of tasks
Document security to follow best practices for document and file security for both paper and digital documents
Communication skills to communicate across departments, provide information and prepare documents