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Job Description — Legal Administrator Role Details Field Details Role Title Legal Administrator Function Human Resources Reports To Global Human Resources Director Location Gurgaon, India Work Mode Office Based Shift Timings 12:30 PM IST to 9:30 PM IST Role Purpose The Legal Administrator keeps the organisation's live employment and litigation matters organised, visible and moving. The role sits within the HR function and works alongside external law firms. Day to day, the postholder maintains the case tracker, schedules meetings and hearings, sends and files documents, chases external counsel for updates, and processes engagement letters and invoices through to Finance. This is an administrative role . It does not involve giving legal advice, interpreting contracts, deciding whether to litigate or settle, or authorising formal legal steps. Those decisions sit with external counsel or the Global HR Director. The postholder organises, tracks, sends, chases and records . Because the matters handled are highly confidential, the role carries a strict confidentiality and data-protection responsibility . Key Responsibilities 1. Tracker Maintenance Keep the case tracker accurate and current, including status, next action, owner and key dates for every live matter. Ensure the tracker is up to date at all times. Ensure every matter has a recorded next action and named owner. Flag anything that sits untouched without progress. Indicators of Effective Delivery: The tracker is consistently accurate and current. Every matter has a clear next action and named owner. No matter remains untouched without being flagged. 2. Scheduling and Diary Management Book hearings, catch-up calls, counsel meetings and loss-adjuster appointments. Send calendar invites, reminders and agendas. Ensure the correct attendees are included and relevant papers are attached. Indicators of Effective Delivery: No hearing or deadline is missed. Invites are sent to the right attendees. Required papers are attached correctly and on time. 3. Chasing and Follow-Up Contact external law firms for updates within agreed timescales. Follow up with external counsel as required. Escalate to the Global HR Director when a firm does not respond. Ensure chasers are sent on schedule without requiring prompting. Indicators of Effective Delivery: Chasers are sent on schedule. Updates and responses are properly recorded. Slow responses are escalated rather than left unattended. 4. Document Handling Send, receive, name, version and file documents. Assemble document bundles in the correct order. Apply approved template formatting where instructed. Maintain consistent file naming and version control. Indicators of Effective Delivery: Bundles are complete and correctly ordered by the deadline. File naming and version control are consistent and easy to follow. 5. Correspondence Administration Send standard and pre-approved correspondence to: Law firms Tribunal bodies CCMA Route anything non-standard to the Global HR Director for approval before sending. Ensure correspondence is accurate and issued within the required timeframe. Indicators of Effective Delivery: Correspondence goes out accurately and on time. Nothing outside approved templates is sent without the required sign-off. 6. Invoice and Engagement Administration Log engagement letters and cost estimates. Check invoices against what was agreed. Flag discrepancies or differences. Process approvals through to Finance. Ensure engagement letters are on file before work starts. Indicators of Effective Delivery: Engagement letters are properly recorded and filed before work begins. Invoices are logged and processed without delay. Discrepancies