Officer - Legal Administration

Coromandel International; Chennai; On-site; INR 300,000 - 520,000; Full time

Job summary

Coromandel International is seeking a detail-oriented Legal Administration professional in Chennai to oversee invoice processing, notices and records management. The role requires coordinating with law firms, finance, procurement and compliance teams to ensure timely payments, accurate documentation, and strict confidentiality across legal matters.

The candidate should have a commerce-related degree and 1–3 years in legal administration or compliance support, with strong MS Excel and document

Qualifications

• Graduate in Commerce, Business Administration or related discipline.
• Experience maintaining trackers, registers and records accurately.
• Experience following up with multiple stakeholders to closure.

Responsibilities

• Verify law firm and vendor invoices against engagement terms, approved fees and required documentation.
• Route invoices for approval, follow up with Finance and vendors, and resolve queries so payments are made on time.
• Maintain a vendor-wise log of invoices, approvals and payments, and track spend against budget.
• Maintain a register of legal and statutory notices received and sent (date, sender, subject, response deadline, owner, status).
• Log notices on receipt, route them to the right person and track responses to closure.
• Alert the legal team to approaching response deadlines.
• Maintain organized physical and digital records (contracts, notices, litigation files, stamp papers, licences) with indexing and version control.
• Enforce confidentiality and access controls; retrieve records on request; manage retention and archival per policy.
• Prepare periodic reports on compliance, notices, invoices and pending actions, highlighting exceptions and aging.
• Maintain the compliance tracker and calendar, with owners, due dates and status for each item.
• Collect updates and supporting evidence from responsible teams; send reminders ahead of due dates.
• Schedule compliance and legal awareness sessions, communicate with participants and maintain attendance and training records.
• Coordinate meetings, travel, courier dispatches, stationery and stamp paper procurement; maintain the stamp paper and courier registers.
• Internal: Head of Legal, Finance, HR, Compliance, Procurement; External: Law firms, vendors, regulatory bodies.

Skills

MS Excel

MS Word

MS Outlook

PowerPoint

Documentation

Education

Graduate in Commerce or related

Tools

Document management systems

ERP

Contract/compliance management tools

Job description

Role & responsibilities

Legal invoice administration

• Verify law firm and vendor invoices against engagement terms, approved fees and required documentation.
• Route invoices for approval, follow up with Finance and vendors, and resolve queries so payments are made on time.
• Maintain a vendor-wise log of invoices, approvals and payments, and track spend against budget.

Notice management

• Maintain a register of legal and statutory notices received and sent (date, sender, subject, response deadline, owner, status).
• Log notices on receipt, route them to the right person and track responses to closure.
• Alert the legal team to approaching response deadlines.

Document and records management

• Maintain organized physical and digital records (contracts, notices, litigation files, stamp papers, licences) with indexing and version control.
• Enforce confidentiality and access controls; retrieve records on request; manage retention and archival per policy.

Reporting and MIS

• Prepare periodic reports on compliance, notices, invoices and pending actions, highlighting exceptions and aging.

Compliance tracking and follow-up

• Maintain the compliance tracker and calendar, with owners, due dates and status for each item.
• Collect updates and supporting evidence from responsible teams; send reminders ahead of due dates.

Training coordination

• Schedule compliance and legal awareness sessions, communicate with participants and maintain attendance and training records.

Departmental administration

• Coordinate meetings, travel, courier dispatches, stationery and stamp paper procurement; maintain the stamp paper and courier registers.

Key Interfaces

• Internal: Head of Legal and legal team, Finance / Accounts Payable, compliance owners across business functions, Procurement, HR, Admin.
• External: Law firms and legal service providers, courier and stationery vendors, regulatory and statutory bodies (for submissions, as directed).

Preferred candidate profile

Education

• Required: Graduate in Commerce, Business Administration or a related discipline.

Experience

• [1-3] years in legal administration, compliance coordination, accounts payable or departmental support, preferably in a corporate legal or compliance setting.

Must-have

• Experience maintaining trackers, registers and records accurately.
• Experience following up with multiple stakeholders to closure.

Good-to-have

• Exposure to legal invoice processing or vendor management.
• Familiarity with contract / compliance management tools or ERP.

Skills and Competencies

Technical skills

• MS Excel (lookups, pivots, trackers), Word, Outlook and PowerPoint.
• Document management and records systems.
• Basic MIS and report preparation.

Behavioural competencies

• Attention to detail and data accuracy.
• Ownership, persistence and follow-through.
• Planning and prioritization under deadlines.
• Clear written and verbal communication.
• Discretion with confidential information.
• Stakeholder coordination and professionalism.