Admin Executive

Contract: 4 months contract

Employment: Outsourced through Manpower Middle East

We are looking for an organised and proactive Admin to serve as the operational backbone of our Legal team. In this role, you will ensure the team runs efficiently by managing day-to-day administrative workflows and supporting our corporate footprint. You will take ownership of maintaining our entity database, managing the paperwork for licensing and new branches, and ensuring compliance with internal and external requirements.

While prior experience in a legal environment is a plus, it is not required - we are looking for someone who is process-driven, eager to learn, and capable of navigating administrative tasks with precision.

• Entity Management:
  Maintain an accurate, up-to-date database of all company entities, tracking trade license renewals and expiry dates to ensure nothing lapses.
• Setup & Processing:
  Assist with the administrative processing required for setting up new entities and branches. This includes handling name reservations, preparing application forms, and gathering necessary documentation for submission.
• Payment Coordination:
  Coordinate with internal teams and Finance to ensure timely payments for trade licenses, government fees, and reservations.

• Legal Tech Support:
  Assist with the management and maintenance of legal technology tools (e.g., Contract Lifecycle Management systems, e-signature platforms), ensuring data accuracy and adoption by the team.
• Vendor Management:
  Assist with the onboarding of external law firms and vendors, and help process legal invoices.
• KYC & Documentation:
  Prepare, submit, and track KYC forms and other required documents for audits, bank account openings, and vendor onboarding.
• Notarisation & Authentication:
  Assist with global signature requests, including arranging for the notarisation, apostille, and authentication of documents for international use.
• Litigation Tracking:
  Maintain an accurate and confidential database of all pending or threatened litigation to ensure the legal team has real-time visibility on disputes.

• Reporting:
  Provide regular progress updates on the status of licenses, applications, and payments.
• Team Operations:
  Support the wider legal team with ad-hoc administrative tasks, formatting documents, and managing filing systems (digital and physical).

• Education:
  
  Bachelor’s degree or equivalent relevant diploma.
• Language:
  Excellent command of English (written and verbal).
• Tech Savvy:
  Proficient in Microsoft Office (Word, Excel) and comfortable navigating online portals.
• Organisation:
  You love checklists and databases. You can track multiple expiration dates and applications simultaneously without letting anything slip through the cracks.
• Proactive Attitude:
  You don't just wait for instructions. You identify the next step in a process and follow up to ensure it gets done.
• Language:
  Fluency in Arabic is a plus.
• Experience:
  
  Prior experience in a corporate administrative role, dealing with trade licenses, or working in a legal department will be a plus.