Legal Administrative Assistant

About This Role

The Community Manager manages and oversees the day-to-day operations and administration of mixed-used communities. This role will be responsible for maintaining the overall well-being of the community, enhancing property values, and fostering positive relationships among residents, landlords/owners, board members, and service providers.

Role & responsibilities

• Assist the General Counsel, supporting legal staff by daily work in addition to administrative duties, coordinating between legal division and other departments.
• Maintain case-specific paper and digital files for easy tracking and retrieval.
• Prepare and maintaining drafts standard forms, letters and agreements for legal staff use.
• Ensure assigning and finalizing Legal Help desk queries to related legal advisors within 48 hours.
• Issue and control all legal notices (External and internal) related to operations and utilities to be finalized within one week.
• Send documents for translation and review the same, process invoices in Oracle system and follow up with account department for payments.
• Process law firms’ invoices in Oracle system.
• Follow up with accounts department for legal firm's payments and maintaining the record of the engagement’s letters.
• Assist with timely review and/or preparation of all company legal documents including, but not limited to, Distribution Agreements, Development Agreements, MOA's, POA's, leasing agreements, NOC's, MOU's, Sale and Purchase agreements, internal agreements with third parties, Legal Notices, etc.
• Handle all company's trade licenses issuances, renewals and amendments.
• Maintain all company's trademarks issuances, renewals and amendments.
• Maintain updated records and assist for all company's POAs issuance and revocation.
• File cases for service charges in Rental Dispute Centre and following up for cases closure and auctions.
• Coordinate with DCM team to gather and hand over the required documents, monitoring and keeping accurate and effective record for cases filed and make the information and data structured and accessible.
• Maintain accurate record for all the constitutional documents of the corporate, subsidiaries, associates, and JVs i.e. MOU, AOA, MOA, TLs, Shareholders resolutions, AGM minutes and Minutes of meetings include all amendments to the constitutional documents.
• Maintain the records for all internal committees formation , resolutions ,and MOMs.
• Ensure compliance with local, state, and federal laws related to property and community management. Monitor changes in property management laws and regulations, advising management of any potential impacts.

Qualifications

• Bachelor's Degree in Business Administration or any relevant course
• 3-4 Years of work experience as a Legal Secretary in Real Estate Legal either in a legal firm or property management or real estate company.
• Bi-lingual (English and Arabic)