Executive, Group Legal (Admin)

Tropicana Corporation Berhad; Selangor; On-site; MYR 200,000 - 250,000; Full time

Job summary

A leading corporation in Malaysia is seeking an Executive - Legal Administration to provide vital support within the Group Legal Department. The successful candidate will manage legal documents, coordinate conveyancing tasks, and ensure smooth departmental operations. Requirements include a Diploma/Degree in Law, 2 to 5 years of experience, and strong organisational and communication skills. This role involves multitasking and maintaining confidentiality regarding sensitive legal information.

Qualifications

• Preferred candidate should have a Diploma/Degree in Law or a related field.
• At least 2 to 5 years of experience in a legal firm or corporate legal department.
• Familiarity with conveyancing workflows and exposure to dispute documentation is advantageous.

Responsibilities

• Manage, organise, and maintain all legal documentation.
• Coordinate conveyancing tasks and liaise with external parties.
• Prepare simple letters, forms, and handle filing logistics.

Skills

Organizational skills

Communication skills

Time management

Familiarity with conveyancing workflows

Education

Diploma/Degree in Law or related field

Tools

Microsoft Office

Digital filing systems

Job description

The Executive - Legal Administration provides essential administrative, documentation, and conveyancing support to the Group Legal Department. This role is critical in ensuring that all legal documents, filings, timelines, and workflows are accurately managed.

Documentation Management & Filing

• Manage, organise, and maintain all legal documentation (digital & physical).
• Monitor filing deadlines, statutory timelines, and follow-ups with internal and external parties.
• Maintain document trackers, registers, and matter status logs.
• Ensure proper version control and document circulation.

Conveyancing Administrative Support

• Coordinate conveyancing tasks including adjudication, stamping, execution, lodgment, and collection of instruments.
• Liaise with external lawyers, banks, and authorities for documentation and procedural updates.
• Assist in preparing S&Ps, LOAs, Deeds of Assignment, discharge documents, and supporting forms.
• Conduct and update land searches and related property documentation.

Coordination & Liaison Support

• Arrange appointments for signings by management and third parties.
• Liaise with internal departments (Sales, Finance, Projects, HR, Procurement) to coordinate documents and obtain required information.
• Track progress of external counsel on conveyancing and dispute matters.

Administrative & Operational Support

• Prepare simple letters, forms, and administrative documents.
• Handle filing, scanning, binding, courier arrangements, and physical document logistics.
• Maintain orderly digital archives for contracts, correspondences, and legal records.
• Assist in preparing sets of documents for meetings, litigation bundles, or due diligence exercises.

Dispute Documentation Assistance (where applicable)

• Compile and organise documents for dispute or litigation matters.
• Assist in preparing chronology, bundles, and factual matrices.
• Coordinate document handover to external counsel.

Support for Executive Director — Group Legal

• Provide administrative support to ensure smooth departmental operations.
• Assist in implementing filing systems, trackers, and document processes.
• Support special assignments or urgent tasks as directed by the Executive Director, Group Legal.

Job Requirements

• Candidates with a Diploma/Degree in Law or any related field is preferred.
• At least 2 to 5 years’ experience in a legal firm or corporate legal department.
• Familiar with conveyancing workflows; exposure to dispute documentation is an advantage.
• Good command of Microsoft Office and digital filing systems.
• Highly organised, meticulous, and methodical.
• Strong sense of responsibility and follow-through.
• Able to handle multiple deadlines simultaneously.
• Good communication skills and able to work independently.
• Discreet and trustworthy with confidential information.