Senior Legal Documentation Specialist

🏗 We're Hiring: Senior Legal Documentation Specialist
Location: United Arab Emirates (Remote)
Employment Type: Full-Time
Experience Level: Mid-Level to Senior
Work Arrangement: Fully Remote
About Us
We are a construction-focused organization committed to delivering complex projects through disciplined contract management, operational excellence, and collaborative project delivery. Our distributed teams collaborate across Project Management, Construction, Engineering, Procurement, Commercial, Legal, Finance, Human Resources, Design, Quality, HSE, Consultants, Contractors, Suppliers, Logistics, Administration, Information Technology, and Executive Leadership to maintain accurate legal records, support contractual compliance, and ensure that critical documentation is managed securely and efficiently.
We value professionals who demonstrate exceptional attention to detail, strong organizational skills, sound legal documentation knowledge, and a commitment to confidentiality and regulatory compliance. Our teams work together to maintain reliable legal records, strengthen document control procedures, and support informed decision-making throughout the project and contract lifecycle.
The Role
We are seeking an experienced Senior Legal Documentation Specialist to manage, review, organize, and maintain legal documentation across corporate activities, construction projects, commercial agreements, and contractual relationships. The ideal candidate will bring strong expertise in legal document management, contract documentation, records administration, document control, legal correspondence, compliance tracking, and confidential information handling.
This role will focus on ensuring that legal documents are complete, accurate, properly approved, securely stored, readily retrievable, and maintained in accordance with established governance standards. The Senior Legal Documentation Specialist will collaborate with Legal, Commercial, Procurement, Project Management, Finance, Compliance, Human Resources, Consultants, Contractors, and Executive Leadership to support reliable documentation practices and ensure compliance with applicable United Arab Emirates laws and regulations.
Key Responsibilities
Manage the preparation, organization, review, distribution, and maintenance of legal documentation across the organization.
Maintain accurate and up-to-date records of contracts, amendments, legal correspondence, corporate documents, regulatory filings, and other legal materials.
Review legal documents for completeness, consistency, formatting accuracy, required attachments, and adherence to established documentation standards.
Coordinate with legal counsel and internal stakeholders to ensure that documents are prepared using approved templates and procedures.
Assist in preparing, formatting, and organizing commercial agreements, service contracts, subcontract agreements, consultancy agreements, and supplier contracts.
Maintain controlled versions of legal documents and ensure that the latest approved versions are clearly identifiable.
Monitor document revisions and preserve appropriate version histories, review comments, approval records, and execution details.
Verify that legal documents contain the necessary signatures, initials, dates, schedules, appendices, and supporting exhibits.
Coordinate document execution processes, including electronic signatures, physical signatures, authorized signatories, and counterpart management.
Track documents awaiting review, approval, signature, notarization, attestation, filing, or distribution.
Follow up with relevant stakeholders to resolve outstanding documentation requirements and prevent unnecessary delays.
Maintain a centralized legal document register with accurate descriptions, reference numbers, ownership details, status updates, and key dates.
Establish consistent naming conventions, classification rules, indexing standards, and filing structures for legal records.
Ensure that legal documents are correctly categorized according to document type, project, contract, entity, confidentiality level, and retention requirements.
Organize legal records so that authorized users can retrieve relevant documents efficiently.
Maintain secure electronic and physical filing systems for confidential and commercially sensitive information.
Apply appropriate access restrictions to legal documents based on authorization, role, and business need.
Coordinate with Information Technology and document control teams to maintain the integrity and availability of electronic legal records.
Support the administration of contract lifecycle management systems and legal document management platforms.
Verify that documents uploaded to digital repositories are complete, legible, correctly indexed, and assigned to the appropriate records.
Monitor document upload quality and resolve duplicate files, incomplete metadata, incorrect classifications, and outdated versions.
Maintain audit trails showing document creation, revision, review, approval, execution, distribution, and archival activities.
Support legal teams in locating historical agreements, correspondence, amendments, notices, and supporting evidence.
Retrieve documentation required for legal reviews, internal investigations, audits, regulatory inquiries, and dispute resolution.
Prepare organized document bundles and indexed evidence files for internal counsel, external lawyers, auditors, and authorized stakeholders.
Assist with the collection and organization of records relating to contractual claims, construction disputes, payment disagreements, and project-related legal matters.
Maintain accurate records of legal notices, claim submissions, responses, settlement communications, and other dispute-related correspondence.
Track important contractual and legal dates, including renewal deadlines, notice periods, filing dates, expiration dates, and response deadlines.
Maintain reminders and escalation records for outstanding legal documentation and time-sensitive filing requirements.
Coordinate with Legal to verify document submission requirements for relevant authorities, courts, regulators, and other authorized bodies.
Assist with preparing document packages for corporate registrations, licensing activities, regulatory submissions, and statutory record updates.
Maintain copies of corporate resolutions, powers of attorney, authorization records, board documentation, and other relevant corporate instruments.
Support the collection and organization of corporate records required for due diligence, restructuring, transactions, and internal governance reviews.
Ensure that legal documentation is handled in accordance with applicable UAE requirements and approved internal procedures.
Coordinate with legal counsel to clarify documentation requirements when specialized legal interpretation or advice is needed.
Avoid making unauthorized legal determinations and escalate substantive legal questions to qualified legal professionals.
Review document completeness against established checklists before submitting files for legal review or formal approval.
Maintain document checklists for contract execution, regulatory filings, corporate transactions, and other recurring legal processes.
Verify that supporting schedules, technical appendices, commercial exhibits, and referenced documents are attached where required.
Coordinate with Procurement and Commercial teams to collect supporting documents for contracts, purchase orders, tender awards, and supplier arrangements.
Maintain records of contractual amendments, variations, extensions, renewals, assignments, and termination documents.
Ensure that executed documents are linked to the relevant master agreement and associated project or supplier records.
Track contractual documents that require renewal, replacement, updated certification, or additional supporting evidence.
Support document control activities for confidentiality agreements, non-disclosure agreements, data processing agreements, and intellectual property documentation.
Assist in maintaining records relating to insurance certificates, performance bonds, bank guarantees, indemnities, and other legal or contractual instruments.
Coordinate with Finance and relevant business units to obtain supporting records for legal reviews, payment disputes, and contractual settlements.
Maintain documentation supporting approvals, delegated authority, legal reviews, risk assessments, and exceptions to standard contract terms.
Ensure that approval evidence is properly retained and linked to the relevant document or transaction.
Support internal and external audit requests by retrieving records and preparing organized, traceable documentation packages.
Monitor compliance with document retention schedules and approved archival procedures.
Coordinate the transfer of inactive legal records to designated archives in accordance with established retention policies.
Identify records approaching retention deadlines and coordinate authorized archival or disposal actions.
Ensure that legal records are not destroyed or altered when subject to applicable preservation requirements, investigations, audits, or legal holds.
Assist with implementing legal hold instructions by identifying relevant documents, restricting routine disposal, and maintaining preservation records.
Protect confidential legal advice, privileged communicatio

Work arrangement
Yes