Position Title: Legal Document Controller
Purpose of the Role
To manage, organize, secure, and maintain legal and corporate documents in both physical and electronic formats, ensuring document integrity, confidentiality, accessibility, and compliance with internal policies and regulatory requirements.
Key Responsibilities
• Develop and maintain a structured filing and archiving system for legal and corporate documents.
• Manage the storage, retrieval, tracking, and safekeeping of legal documents, including contracts, agreements, licenses, permits, corporate documents, board resolutions, and correspondence.
• Establish and maintain document indexing, numbering, and classification systems.
• Ensure proper version control and document history management.
• Maintain document registers and monitoring databases for legal documents and contract records.
• Coordinate with Legal, Corporate Secretary, Compliance, and other departments regarding document submissions and updates.
• Manage document retention schedules and disposal processes in accordance with company policies.
• Ensure confidentiality and controlled access to sensitive and highly confidential documents.
• Support legal due diligence, audits, and regulatory inspections by providing accurate and complete documentation.
• Monitor completeness and validity periods of permits, licenses, and corporate documents.
Qualifications
• Bachelor's degree in Law, Business Administration, Records Management, Information Management, or related fields.
• Minimum 3–5 years of experience in legal administration, legal documentation, records management, or document control.
• Experience handling contracts, corporate documents, permits, and confidential records.
• Strong understanding of document filing systems, records retention, and document lifecycle management.
• Proficient in Microsoft Office and electronic document management systems.
• Highly organized, detail-oriented, and trustworthy in handling confidential information.
Preferred Qualifications
• Experience in legal departments, corporate secretarial functions, mining, energy, construction, or holding companies.
• Familiarity with document management best practices and audit requirements.