Legal Administration Specialist

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Position Title: Legal Administration Specialist

Department: Corporate Legal

Location: Damen Shared Services, Abu Dhabi

Reports To: Corporate Legal Counsel / Compliance Manager

Employment Type: Full-Time

JOB PURPOSE

As a Legal Administration Specialist, you will support the Corporate Legal function by providing legal administration, corporate housekeeping, document management, governance support, and legal process coordination services. You will play a key role in maintaining legal records, supporting corporate changes, managing legal documentation, ensuring data accuracy in legal systems, and coordinating routine legal processes across Damen entities. The role operates under the supervision of Corporate Legal Counsel and contributes to efficient, compliant, and well-organized legal operations.

The position combines legal administration, document control, corporate secretarial support, database management, reporting, and process coordination. You will work closely with legal counsels, notaries, corporate administrators, and business stakeholders to maintain the integrity of corporate records and support legal governance activities.

About the Organization

Corporate Legal supports various Damen entities worldwide by providing legal guidance, corporate governance support, compliance assistance, and legal administration services. The function is responsible for maintaining corporate records, supporting legal transactions, managing legal documentation, and ensuring corporate housekeeping activities are executed professionally and consistently.

KEY RESPONSIBILITIES

Support Corporate Legal Operations

• Maintain accurate, organized, and up-to-date legal and corporate records to support effective governance and compliance requirements
• Coordinate legal documentation relating to company structures, governance changes, and board activities
• Manage corporate information within legal systems and help maintain high-quality data
• Support the Corporate Legal team with day-to-day operational and administrative activities

Drive Legal Processes & Projects

• Coordinate corporate changes such as company registrations, director updates, powers of attorney, and shareholder changes
• Support legal projects by collecting information, preparing documentation, and tracking progress
• Help improve how legal processes are organized, documented, and delivered
• Contribute ideas to simplify recurring activities and increase efficiency

Manage Legal Data & Digital Tools

• Maintain legal databases, templates, records, and reporting tools
• Prepare reports, corporate structure charts, and management information for internal stakeholders
• Support legal technology platforms such as Legisway, SharePoint, and DocuSign
• Ensure legal information is accurate, accessible, and easy to find

Coordinate Documentation & Governance Activities

• Prepare and process legal and corporate documentation using approved templates
• Coordinate document flows with notaries, advisers, and business stakeholders
• Support contract execution and digital signature processes
• Review standard legal documents and escalate non-standard requests where required

Build Knowledge & Best Practices

• Maintain legal templates, procedures, and working instructions
• Support training materials, presentations, and knowledge-sharing initiatives
• Help create a modern, efficient, and well-organized legal support environment
• Contribute to continuous improvement initiatives within the Corporate Legal team

KEY ACCOUNTABILITIES

• Accurate and timely maintenance of corporate legal records
• High-quality administration of legal documentation and governance files
• Reliable management of corporate databases and legal systems
• Effective coordination of legal administrative processes and document workflows
• Accurate reporting and maintenance of corporate structures and legal information
• Compliance with legal procedures, governance standards, and records management requirements
• Consistent support for Corporate Legal operations and legal governance activities
• Continuous improvement of legal administrative processes and data quality

QUALIFICATIONS

Education:

• Bachelor's Degree in Law, Legal Studies, Corporate Governance, or a related discipline
• Paralegal certification or equivalent legal qualification is considered an advantage

Experience:

• 2-5 years of experience in a Paralegal, Legal Administrator, Corporate Secretary, Governance Support, or Legal Operations role
• Experience supporting corporate legal or corporate secretarial functions
• Experience maintaining legal records, corporate databases, and legal documentationExperience working with legal management systems and document management platforms
• Experience within multinational, professional services, engineering, manufacturing, maritime, or corporate environments is preferred

Legal Knowledge:

• Understanding of corporate governance and legal administration principles.
• Familiarity with corporate documentation and entity management processes.
• Knowledge of document control and records management practices
• Knowledge of Common Law and EU Law & standards
• Basic understanding of NDAs, powers of attorney, board resolutions, and corporate filings
• Understanding of compliance and legal process requirements

Technical Skills:

• Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) SharePoint and document management systems.
• Legal management software (e.g., Legisway or similar)Corporate database and records management systems.
• Document control and reporting tools.

Soft Skills:

• High attention to detail and accuracy
• Strong organizational and administrative skills
• Ability to manage confidential information professionally
• Effective communication and stakeholder coordination skills
• Structured and process-oriented approach
• Strong planning and prioritization abilities
• Ability to work independently within established procedures
• Professional proficiency in English, both written and spoke

WHO YOU ARE

• The ideal candidate is a detail-oriented Paralegal or Legal Administrator with experience supporting corporate legal operations, governance activities, and document management processes. They are comfortable managing legal records, maintaining corporate databases, coordinating routine legal activities, and supporting legal counsel with administrative and governance-related work. The candidate demonstrates accuracy, reliability, discretion, and a strong commitment to maintaining high-quality legal administration standards.