Legal and Compliance Administrator

SUMMARY:
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POSITION INFO:

Duties & Responsibilities

Legal Operations

• Manage day-to-day legal administrative functions, including maintaining case files, document repositories, and correspondence with attorneys and advocates.
• Support legal collections processes and debtor tracking.
• Assist with litigation case management — following up with attorneys, tracking deadlines, and ensuring all required documentation is available and updated.
• Liaise with external counsel for legal opinions and contract reviews.

Contract Management & Drafting

• Draft, review, and maintain legal agreements, including:

• Lease and service level agreements (SLAs)
• Non-Disclosure Agreements (NDAs)
• Shareholder, co-ownership, and partnership agreements
• Financial and loan agreements

• Ensure all documents comply with PHG policies, legal standards, and version-control procedures.
• Track contract lifecycles — renewals, expirations, and obligations.

Compliance & Governance Support

• Maintain compliance registers, including statutory filings, license renewals, and risk control logs.
• Support internal and external audits by collating evidence and managing compliance checklists.
• Monitor adherence to FICA, POPI, health and safety, PPRA and other regulatory frameworks.
• Coordinate with HR and Finance to ensure compliance across business units.
• Prepare and maintain compliance dashboards and reports.

Risk and Policy Administration

• Assist in updating risk registers and tracking mitigation actions.
• Support the development and rollout of new compliance policies, procedures, and awareness programs.
• Contribute to periodic reviews of internal controls and standard operating procedures.

Systems & Reporting

• Operate and maintain legal and compliance tracking systems (e.g., contract databases, policy repositories, audit tracking tools).
• Generate regular management reports for the Risk & Compliance Officer and Board Committees.
• Ensure proper version control and record retention aligned with PHG’s GRC framework.

General and Delegated Support

• Assist the Risk & Compliance Officer with any and all tasks or projects within the legal, risk, and compliance portfolio, ensuring timely follow-up and accurate execution.
• Support cross-departmental coordination to embed compliance awareness across Finance, HR, Operations, and Projects.
• Undertake additional duties as delegated by the Risk & Compliance Officer or senior management to ensure continuity and effectiveness of PHG’s governance framework

Desired Experience & Qualification

Skills and Competencies

• Strong understanding of legal terminology and document management practices.
• Excellent organizational and multi-tasking ability.
• Proficiency in Microsoft 365 (Word, Excel, SharePoint, Teams) and experience with compliance or case-management tools.
• High attention to detail and data accuracy.
• Ability to manage confidential information with integrity.
• Clear written and verbal communication skills across all levels of the business.
• Collaborative mindset — able to work across Finance, HR, and Operations teams.

Qualifications and Experience

• Bachelor’s degree or diploma in Law, Compliance, Risk Management, or related field
• 3–5 years of experience in legal or compliance administration, ideally within the Commercial Property Sector or a corporate or regulated environment.
• Exposure to contract management, compliance monitoring, and risk frameworks.
• Experience supporting litigation or external counsel coordination (advantageous)