Administrative Staff - Legal Department

The Administrative Staff will be assigned to the Legal Department and will play a vital role in supporting the finance and legal service teams. This position requires strong organizational skills, keen attention to detail, and the ability to manage confidential documents in legal and financial with precision. The ideal candidate will work closely with the finance team and lawyers to facilitate administrative success within a fast-paced financial services environment.

Document Support & Administrative Assistance

• Provide administrative support to the legal team by preparing, proofreading, and formatting legal documents across various practice areas.
• Responsibilities also include handling data entry, scanning, and maintaining organized legal files in compliance with data privacy standards.
• Assist in tracking submissions, approvals, deadlines, and compliance reports related to finance and legal matters.

Client File Management and Compliance

• Maintain accurate and secure client files, ensuring adherence to legal standards and confidentiality protocols.
• Safeguard sensitive information and ensure strict compliance with company policies and legal regulations.

Coordination, Scheduling, and Communication

• Coordinate appointments, legal consultations, meetings, and important regulatory deadlines to support the efficient operation of the legal team.
• Serve as a liaison between clients, the legal department, and both internal and external stakeholders, such as mortgage brokers, loan managers, and solicitors.
• Handle incoming calls, emails, and inquiries in a professional manner, and ensure timely follow-ups and proper documentation to maintain clear and effective communication.

Team Support & Workflow Management

• Provide administrative support to the legal department by organizing and maintaining legal documents such as contracts, pleadings, and case files.
• Maintain legal databases, ensuring easy access and regular updates.
• Assist in daily workflow coordination between the finance and legal teams to ensure smooth and efficient operations.

• A bachelor’s degree in Legal Management, Business Administration, or a related field is preferred. Alternatively, candidates with strong clerical and administrative experience from other fields are welcome to apply.
• At least 6 months or 1 year of administrative or paralegal experience, preferably but not required, in finance or legal services.
• Highly organized with exceptional attention to detail. A keen eye for accuracy in all tasks, from data entry to document proofreading.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook); experience with legal or financial databases is a plus.
• Strong written and verbal communication skills.
• Professional and confidential handling of sensitive financial and legal information.
• Ability to manage multiple tasks while working both independently and collaboratively within a team.