Legal Administrator (Legal Operations & Corporate Administration)

What You Will Do

Documentation & Data Hygiene

Template and Contract Management: Maintain, update and organize standard regional legal templates and demand letters in designated folders and within the agreement management system.

Signature Lifecycle Management: Oversee the end-to-end execution of legal documents, including active tracking, obtaining signatures and rigorous follow-ups with internal and external signatories.

Information Management: Manage digital filing systems and shared directories, performing periodic audits to ensure strict data hygiene and consistent naming conventions.

Entity Data Maintenance: Keep a master record of corporate entities (jurisdictions, directors, registered addresses, filing deadlines) up to date.

KYC, Finance, Billing & Vendor Support

Bank and Regulatory KYC/KYB Support: Support the KYC/KYB processes required by banks and regulatory authorities for the group's own companies, including gathering and submitting corporate documentation (certificates of incorporation, UBO information, director details, proof of address, etc.) and coordinating with internal stakeholders to respond to bank and regulator requests.

PO and Invoice Management: Handle the end-to-end Purchase Order (PO) process within internal ERP systems, validating invoices against engagement letters and following up on outstanding payments or billing discrepancies.

External Counsel Liaison: Act as the primary operational point of contact for external law firms on invoicing, billing updates, conflict checks and routine document follow-ups.

Certificate Requests: Handle routine requests from clients and vendors for certificates of good standing, insurance certificates and similar documents.

Operations, Logistics & Governance

Legalization and Logistics: Coordinate specialized legal document processes, including public notarization, apostille certifications and secure regional courier logistics.

Regulatory Status Tracking: Liaise with local and regional corporate registries and regulatory authorities to monitor application statuses, filing updates and compliance requirements.

Contract Repository Reporting: Produce periodic reports on contract status, KYC completion rates and outstanding signatures for global leads, and obtain those outstanding signatures directly.

What We Are Looking For

A degree in Law, Business Administration or a related field.
Minimum 3–5 years of relevant work experience; experience in a law firm, in-house legal or corporate administration, or in an executive or administrative support role is a plus.
A highly organized, detail-oriented approach, with the ability to manage high volumes of documentation across multiple jurisdictions without anything slipping through the cracks.
Proficient English, both written and verbal (essential); additional languages relevant to the regions covered are a plus.
Experience working in a global or regional setting, managing competing priorities across multiple entities, time zones and stakeholders.
A proactive, self-starting mindset: you chase outstanding items and flag issues before they become problems, without needing to be prompted.
A genuine interest in administrative, operational and process-oriented legal work, with a clear wish to build and grow in this type of role over the long term.

Why Join Aleph

Real impact: You become the operational backbone of the legal function, keeping contracts, signatures, entity records and bank KYC/KYB requests moving across multiple entities and jurisdictions.
Room to grow: This is a long-term path into legal operations, a discipline that is growing quickly in Spain, with direct exposure to global legal leads, ERP processes and external law firms.
A collaborative team: You will work with colleagues and stakeholders across regions and time zones, in a role that rewards ownership, initiative and clear communication.