Admin Assistant- Temporary Position

JOB PURPOSE

To provide comprehensive administrative, financial, and operational support to the Legal Department, particularly in relation to Local Law Firm Panel matters, litigations, and case management, ensuring effective coordination, strong document and financial management practices, and the timely execution of departmental and legal processes.

ROLES AND RESPONSIBILITIES

LOCAL LAW FIRM PANEL MATTERS/ LITIGATION/CASES

1. Financial Administration & Budget Management

Process invoices for the Legal Department, including raising Purchase Requisitions, securing Purchase Orders, and submitting invoices to Finance for settlement.

Maintain accurate records and copies of invoices and receipts for all local law-firm panel matters. Prepare and submit credit card reports/statements to Finance for litigation, arbitration, and dispute-related expenditures.

Track, monitor, and report year-to-date budget expenditures for all legal functions.

Prepare and submit monthly, quarterly, and annual accruals to all relevant Finance units.

2. Procurement & Tender Process Support

Maintain an updated registry of all Requests for Proposals (RFPs), Tenders, Single Source Forms, Legal Award Recommendation Report / Legal Appointment Form, and Appointment Recommendation Reports issued by the Legal Department, including supporting documents such as proposals, evaluations, award documentation, TCRFs, and budgets.

Assist Legal Counsel in preparing and submitting the complete Tender Suite (TCRF, RFP, evaluation reports, award recommendations, etc.) to the Procurement Department.

3. Legal Operations & Document Control.

Assign reference numbers and coordinate workflows for letters, agreements, NDAs, POAs, contracts, and other legal instruments.

Manage and maintain departmental tracking tools including the Invoice Tracker, Litigation Tracker, RFP Tracker, Trademark Tracker and other registries.

Facilitate the receipt and delivery of cheques to relevant internal teams or external parties.

Monitor and manage inquiries received through the Legal Helpdesk mailbox

YoE / QUALIFICATIONS / SKILLS

RELATED YEAR OF EXPERIENCE

Min of: 5+ years of experience, with at least 5 years in Administration/ management, or similar experience in a medium sized company

FIELD OF EXPERIENCE

Real Estate / Private sector

TECHNICAL AND INTERPERSONAL SKILLS

Demonstrated skills in building and maintaining strong relationships with internal and external stakeholders

Fluent in English, written and spoken, and good communication and interpersonal skills

High attention to detail, accuracy, and confidentiality

Great understanding of policies, procedures & work methods

Proficiency in MS Office applications and enterprise systems

Excellent organizational and multitasking skills

Ability to coordinate with cross-functional teams and work under pressure.

QUALIFICATION

2-year college diploma or equivalent is required

Prior experience supporting legal, compliance, or finance teams is an advantage