Bidvest Facilities Management: Legal Support Administrator

Location: Centurion, Gauteng

Job Type: Permanent

Closing Date: 03 January 2025

Division: Corporate

Business Unit: Creditors & Finance Overheads

Minimum experience: Associate

Company primary industry: Legal Services

Job functional area: Legal

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.