Legal Secretary

amIT Global Solutions Sdn Bhd; Indonesia; On-site; IDR 78,120,000 - 133,920,000; Full time

Job summary

Lemonilo is seeking a meticulous Legal Department Administrator to organize the department's documents, support signing workflows, and handle daily admin tasks. You will maintain the DMS, coordinate with the Board for signatures, and prepare confidential communications to ensure compliance and efficiency.

Applicants should have a diploma or bachelor’s in administration or law, 3–4 years in legal admin, and strong English plus MS Office/Google Workspace skills for precise, confidential work.

Qualifications

• Diploma or Bachelor's Degree in Administration, Secretarial Studies, Law with GPA 3.00.
• 3–4 years of experience in legal administration or related roles.
• Familiarity with Legal Department processes and document requirements.
• Proficient in English, written and verbal, and skilled with MS Office & Google Workspace.

Responsibilities

• Document Management & Filing: maintain and update the DMS and track expiration dates.
• Document Signing & Coordination: coordinate signatures from Board/Commissioners and ensure timely processing.
• Administrative & Secretarial Support: prepare/edit documents and handle confidential correspondence.
• Expense & Administrative Tracking: record invoices, requests, and reimbursements with accuracy.

Skills

Document management

English proficiency

Office productivity

Secretarial skills

Education

Bachelor's Degree in Administration, Secretarial Studies, or Law

Diploma in Administration or related field

Tools

Microsoft Office

Google Workspace

Excel

Job description

As a Legal Department Team, you will play an important role in keeping the Legal team's documentation, administrative processes, and day-to-day operations well-organized and running smoothly. You will manage legal documents, coordinate document signing processes, support the team's administrative needs, and ensure important records and information are properly maintained and up to date.

What will you do

Document Management & Filing

• Maintain and manage the Legal Department's Document Management System (DMS), including uploading documents, updating expiration dates, organizing access/users, and ensuring files are securely stored and up to date.
• Manage the filing, tracking, archiving, and monitoring of legal and corporate documents, including IP certificates, licenses, regulatory reports, contracts, and corporate documents of the Lemonilo Group.
• Ensure legal documents are properly organized, easy to track, and readily accessible when needed.

Document Signing & Coordination

• Act as the main point of contact for collecting and coordinating documents requiring signatures from the Board of Directors/Commissioners.
• Monitor the signing process to ensure documents are processed accurately and in a timely manner.
• Ensure fully signed documents are properly collected, recorded, and distributed to the relevant parties.

Administrative & Secretarial Support

• Provide administrative and secretarial support to the Legal Department, including document preparation, editing, typing, and handling confidential correspondence.
• Coordinate meetings and communication with internal and external stakeholders.
• Maintain the Legal team's calendar, support scheduling, and ensure day-to-day administrative needs are well coordinated.

Expense & Administrative Tracking

• Record, track, and maintain Legal Department expenses and supporting documents, including invoices, cash advances, purchase requests, and reimbursements.
• Ensure expense records are complete, accurate, properly documented, and followed up in a timely manner.

What are we looking for

• Diploma or Bachelor's Degree (D3/S1) in Administration, Secretarial Studies, Law, or a related field, with a minimum GPA of 3.00.
• 3–4 years of experience in legal administration, including as a Legal Secretary, Legal Administrative Assistant, Document Controller, or similar role.
• Familiarity with the working environment, processes, and document requirements of a Legal Department. Experience in a law firm or in-house Legal Department is a plus.
• Good understanding of legal documents and terminology, with strong attention to document accuracy, organization, confidentiality, and integrity.
• Proficient in English, both written and verbal.
• Highly proficient in Microsoft Office and Google Workspace, particularly Excel/Google Sheets, Word/Google Docs, and PowerPoint/Google Slides. Willingness to learn other business software as needed.
• Strong organizational and time-management skills, with the ability to manage multiple tasks, deadlines, and a high volume of documents efficiently.
• Experience in managing and tracking departmental expenses and supporting documents, with strong attention to accuracy and timely follow-up.
• Strong written and verbal communication skills, with the ability to coordinate effectively with stakeholders across different levels of the organization.
• Able to work independently while also collaborating effectively as part of a team.
• High level of responsibility, professionalism, and discretion, with the ability to handle confidential and sensitive information appropriately.
• Positive, adaptable, detail-oriented, and eager to continuously learn and improve.

About Lemonilo

Since 2016, Lemonilo is a well-known leading health and wellness CPG (Consumer Packaged Goods) brand in Indonesia with a mission to make healthy living accessible through affordable, great-tasting products made with high standards and free from 100+ potentially harmful ingredients. Our products are distributed across more than 20,000 stores nationwide. We are growing fast and invite talents to build, learn, and create real impact at scale in a purpose-driven organization.

As a company, Lemonilo is also deeply committed to equity, inclusion, and diversity. We welcome all qualified applicants and consider them for employment regardless of gender, race, ethnicity, color, disability, political opinion, sexual orientation, age, religion, health status, or any other status protected by applicable law