Legal Document Controller

Position Overview

We are seeking a meticulous and organized Legal Document Controller to join our dynamic Legal Department. In this pivotal role, you will serve as the backbone of our legal operations by overseeing the management of purchase orders, invoices, legal documentation, record-keeping, and document authentication processes. Your responsibilities will encompass ensuring strict adherence to company policies, maintaining compliance with regulatory standards, and facilitating seamless coordination between internal departments and external stakeholders. This position is ideal for a detail-oriented professional with a strong background in legal administration and a commitment to precision and efficiency.

Key Responsibilities

The Legal Document Controller will play a critical role in streamlining legal and procurement processes through the following core functions:

• Purchase Order and Invoice Management:
  • Review, validate, and track preliminary and final invoices from legal service providers to ensure accuracy and compliance with contractual terms.
  • Create, process, and manage Purchase Requisitions (PRs) and Purchase Orders (POs) in alignment with procurement policies.
  • Facilitate the approval, amendment, closure, and payment processes for POs, collaborating closely with Finance, Procurement, and external vendors.
  • Monitor payment schedules and resolve discrepancies to ensure timely financial settlements.
• Tracking, Reporting, and Follow-Up:
  • Maintain comprehensive tracking sheets for POs, invoices, payments, and legal requests to monitor progress and identify bottlenecks.
  • Conduct regular follow-ups to ensure timely completion of outstanding actions and escalate overdue matters to senior management when necessary.
  • Prepare and distribute weekly status reports, highlighting key updates, pending tasks, and action items for stakeholders.
• Documentation and Records Management:
  • Organize, archive, and maintain both electronic and physical records of legal documents, invoices, POs, and payment confirmations with meticulous attention to detail.
  • Ensure the completeness, accuracy, and accessibility of all legal files while adhering to data protection and confidentiality protocols.
  • Implement structured filing systems to enhance retrieval efficiency and support audits or legal inquiries.
• Documentation and Government Attestations:
  • Prepare and submit legal documents for attestations, including Apostille certifications, embassy legalizations, and Chamber of Commerce approvals.
  • Liaise with internal teams and external authorities to expedite authentication processes and maintain a log of submissions and approvals.
  • Verify the authenticity and validity of attested documents before distribution or use in legal proceedings.
• Coordination and Administrative Support:
  • Act as a liaison between the Legal Department, law firms, translation providers, courier services, and other external partners to facilitate document exchanges and legal transactions.
  • Coordinate the receipt, delivery, and transmission of legal documents, ensuring secure and timely handling.
  • Provide administrative support to legal teams by preparing case-related documentation, maintaining meeting records, and assisting with general departmental operations.

Role Accountability and Competencies

To excel in this role, the ideal candidate will demonstrate the following competencies and adhere to organizational standards:

• HR Proficiency: Commit to continuous professional development by acquiring and updating technical and soft skills relevant to legal document control and departmental operations.
• Delivery and Efficiency: Execute planned activities with precision to meet operational and developmental targets, optimizing resource utilization to achieve objectives within defined timelines and budgets. Prepare periodic reports detailing task execution, deviations, and corrective actions.
• Problem-Solving: Address operational challenges proactively, resolving routine issues independently while escalating complex matters to senior management for resolution.
• Quality Assurance: Uphold high standards of accuracy and completeness in all documentation and processes, implementing robust quality control measures to mitigate risks and ensure compliance.
• Process Improvement: Identify opportunities to enhance efficiency by refining existing workflows, documenting policies and procedures, and advocating for automation where feasible to reduce manual intervention.
• Compliance and Safety: Strictly adhere to company policies, legal regulations, and health, safety, and environmental management protocols to safeguard operational integrity and employee well-being.

Qualifications and Experience

Candidates for the Legal Document Controller position must meet the following criteria:

• Academic Qualification: Hold a Diploma Degree in Legal Assisting or a related field, with a strong foundation in legal principles and administrative practices.
• Work Experience: Possess 2 to 4 years of relevant experience in legal document management, procurement, or administrative support within a corporate or legal environment.
• Technical Competencies: Familiarity with legal frameworks such as Arbitration, Corporate Commercial Law, Corporate Litigation, Intellectual Property, Labor and Employment Law, and Mergers and Acquisitions is advantageous. Strong organizational and multitasking abilities are essential.

As a key member of alfanar—a leading Saudi company with a global footprint in manufacturing, energy solutions, and infrastructure—you will contribute to the seamless operation of our Legal Department while supporting our mission to deliver innovative and high-quality solutions across diverse industries.