The Legal Document Controller is responsible for managing and maintaining all legal documentation and records within the legal department. This includes organizing, storing, and retrieving documents, ensuring compliance with document management policies, and supporting the legal team with administrative and clerical tasks related to legal documents. The role also requires close collaboration with legal professionals and other departments to ensure efficient document control processes.
Document Management:
- Manage the storage, classification, and retrieval of legal documents such as contracts, agreements, and court documents.
- Maintain an organized filing system, ensuring documents are categorized and stored in a logical and accessible manner.
- Ensure legal documents are appropriately labeled, stored securely, and easily accessible for the legal team.
Compliance & Confidentiality:
- Ensure all legal documents are managed in compliance with legal regulations and organizational policies.
- Implement document retention policies in line with statutory and internal requirements.
- Maintain strict confidentiality of all legal documents and information.
Document Review & Version Control:
- Track and manage different versions of legal documents, ensuring version control is adhered to.
- Work with legal staff to ensure documents are regularly updated and obsolete versions are archived.
Assistance with Legal Projects:
- Assist in the preparation, formatting, and proofreading of legal documents and agreements.
- Support the legal team in the preparation and organization of documents for legal proceedings, audits, or external consultations.
- Liaise with internal and external stakeholders regarding document requests, delivery, and submission deadlines.
Database Management:
- Maintain a centralized document management system, ensuring data accuracy and regular updates.
- Perform regular audits of the document management system to ensure data integrity and compliance with security protocols.
- Create and manage document tracking logs for easy monitoring and reporting.
Administrative Support:
- Provide administrative support to the legal department, including scanning, filing, copying, and distributing legal documents.
- Coordinate and communicate with external parties such as legal firms, clients, or government bodies regarding document submissions.
- Assist in preparing reports, presentations, and correspondence for the legal department.
Skills
- Strong organizational skills with attention to detail.
- Familiarity with document management software and databases.
- Knowledge of legal terminology and document types.
- Excellent communication and interpersonal skills.
- Ability to handle sensitive and confidential information with discretion.
- Strong time management skills with the ability to prioritize and meet deadlines.