Legal Document Controller

Role overview

This position supports the Legal Department by handling document control, coordinating vendor invoices and purchase orders, managing legal records, and overseeing document authentication activities. The role is also responsible for keeping processes aligned with company policies and internal procedures.

Purchase order and invoice coordination

• Check and monitor preliminary and final invoices submitted by legal service providers.
• Raise purchase requisitions and purchase orders, then manage their processing.
• Track PO approvals, changes, closures, and the related payment cycle.
• Liaise with Finance, Procurement, and external service providers on invoicing and payment issues.

Tracking, reporting, and follow-up

• Keep tracking logs current for purchase orders, invoices, payments, and legal requests.
• Monitor pending items and ensure follow-up happens on time.
• Prepare weekly progress updates and follow-up communications.
• Escalate delayed items when necessary.

Documentation and records management

• Maintain both electronic and hard-copy files for legal documents, invoices, purchase orders, and payment confirmations.
• Organize and archive legal records and supporting paperwork.
• Make sure records remain accurate, complete, and easy to retrieve.

Document authentication and government attestations

• Prepare and submit documents for attestations, Apostille legalization, embassy authentication, and Chamber of Commerce approvals.
• Work with internal teams and external authorities to complete the authentication workflow.
• Record and track all submissions and approvals.

Coordination and administrative support

• Coordinate with law firms, translation vendors, courier partners, and other external stakeholders.
• Arrange collection, delivery, and forwarding of legal documents.
• Prepare backup documentation for legal matters and provide general administrative support to the department.

Role accountability

• Keep developing the soft and technical capabilities needed for the job.
• Deliver assigned tasks according to planned schedules and operational targets.
• Use time and resources efficiently to meet objectives within cost and schedule limits.
• Share periodic reports that highlight planned work, progress, and deviations.
• Address routine issues and escalate more complex operational challenges.
• Maintain quality standards through effective control processes and clear specifications.
• Support improvements by following structured policies, procedures, and automation opportunities where possible.
• Follow all applicable policies, procedures, and work instructions.
• Comply with health, safety, quality, and environmental controls relevant to the role.

Academic requirement

A diploma in Legal Assisting or a closely related field is required.

Experience required

The role calls for 2 to 4 years of relevant experience.

Functional knowledge

Exposure to areas such as arbitration, corporate and commercial law, corporate litigation, real estate, intellectual property, labor and employment, legal research, mergers and acquisitions, negotiation, and torts is relevant to this role.

About the company

alfanar is a Saudi organization with a global footprint, active in manufacturing and trading low-, medium-, and high-voltage electrical products, along with offerings in conventional and renewable energy, oil and gas, water treatment, infrastructure, technical services, and digital solutions. Its main manufacturing base is Medinet alfanar Alsinaiya in Riyadh, a 700,000-square-meter site featuring advanced production facilities and laboratories staffed by skilled professionals. The company emphasizes high standards, continuous capability development, and a supportive workplace where employees are encouraged and empowered.