Regional Legal Administrator

EPSON SINGAPORE PTE LTD; Singapore; On-site; SGD 42,000 - 64,000; Full time

Job summary

EPSON SINGAPORE PTE LTD is seeking an Administrative professional to support the Legal & Compliance department. Your duties include organizing documents, processing invoices, onboarding vendors, and coordinating corporate secretarial tasks for the regional HQ and subsidiaries.

You will assist Counsels with contracts and manage the contract lifecycle system, while ensuring efficient document control and timely administration across the ESP network.

Qualifications

• Attention to detail to ensure documents are correctly prepared for signature, filed and maintained.
• Information ordering to arrange things in an orderly manner and assign file names and numbers.
• Time management to work efficiently on a variety of tasks.
• Document security practices for safeguarding paper and digital documents.
• Strong communication across departments and with stakeholders during documentation processes.

Responsibilities

• Coordinate corporate secretarial documents for ESP and regional subsidiaries, ensuring signing, notarisation and legalisation as needed.
• Assist Counsels in contract administration, including managing the contract lifecycle system (DocuSign).
• Manage the contract lifecycle management platform and coordinate signing workflows between contracting parties.
• Administer L&C department tasks: organize shared folders, process invoices, onboard vendors, budget prep, and develop learning resources.
• Support ESP and regional subsidiaries with standard agreements and templates; review processes for improvements.

Skills

Attention to detail

Information ordering

Time management

Document security

Communication skills

Education

Diploma-holder

Job description

Job Summary

Administration of Legal Department including organization of documents filings, invoices processing, onboarding of vendors, overseeing corporate secretarial coordination for regional headquarter (“ESP”) and its subsidiaries, and general administration support to the Legal & Compliance (“L&C”) Department.

Key Accountabilities

• Corporate secretarial coordination – arranging for corporate secretarial documents for ESP and regional subsidiaries to be signed, notarised and legalised as necessary, as well as creating and maintaining updated database of corporate information of all the entities.
• Assist the Counsels in the L&C Department on the administration of contracts, including managing the contract lifecycle system (DocuSign).
• Manage the administration of the contract lifecycle management platform including coordinating the signing processes of the contracting parties.
• Administration of L&C Department including organization of legal shared folders, processing invoices, onboarding of vendors, budget preparation, collaborating on the creation of digital learning resources and training modules, and general administration support to the L&C Department.
• Support ESP and regional subsidiaries on the maintenance of standard agreements and templates.
• Review current processes and systems and propose improvements to the same, work closely with members of other business and operations divisions during improving the processes and systems for ESP and regional subsidiaries.
• Ensure that L&C Department administration and logistic issues are managed smoothly.

Job / Skills Competencies

• Proficiency in managing contract databases, and utilizing contract lifecycle management software.
• Knowledge of statutory filings, board minutes preparation, regulatory compliance, and corporate secretarial standards.
• Familiarity with creating digital training modules, including writing instructional content, ability to upload, track, and administer online learning content.
• High proficiency in Microsoft Office 365 (Word, Excel, PowerPoint) and managing departmental operational workflows.

Critical Work Experience

• Hands-on experience administering Contract Lifecycle Management (CLM) systems, tracking milestones, managing renewals, and auditing contract repositories.
• Proven track record in preparing board resolutions, maintaining minute books, managing statutory filings, and ensuring corporate regulatory compliance.
• Background in managing day-to-day office operations, optimizing workflows, tracking budgets, and coordinating cross-functional departmental projects.

Qualifications

A Diploma-holder, with the following skills:

• Attention to detail – to ensure that documents are correctly prepared for signature, and properly filed and maintained
• Information ordering – ability to arrange things or actions in an orderly manner such as converting document types and assigning file names and numbers
• Time management skills – to work efficiently on a variety of tasks
• Document security – to follow best practices for document and file security for both paper and digital documents
• Communication skills – to communicate across departments, providing information and preparing documents