Paralegal

Job Profile:   Paralegal

Primary Objectives of the Job:

• To provide efficient and reliable paralegal, legal administration, contracts, litigation, regulatory, corporate governance and records management support to the Legal & Regulatory Department.
• The role is responsible for maintaining accurate legal files, contract repositories, matter trackers and regulatory records; supporting routine drafting and document preparation; coordinating internal approvals and execution; monitoring key deadlines; and assisting the Legal and Regulatory Director and wider legal team with the timely delivery of legal and regulatory support to the business

Main Duties and Responsibilities:

Legal, Litigation and Dispute Support

• Maintain and update litigation, dispute, claim and external counsel files, including pleadings,
• correspondence, orders, hearing dates, limitation periods and next-step actions.
• Maintain a litigation and dispute tracker and ensure key dates, deadlines, status updates,
• exposure notes and action owners are accurately captured.
• Assist with the preparation, formatting, compilation, scanning, filing and service of court
• documents and correspondence under the direction of the legal team or external counsel.
• Liaise with external counsel, court offices, bailiffs, process servers and other justice-system
• representatives to obtain updates, coordinate filings and track matter progress.
• Prepare first drafts or working drafts of routine letters, status summaries, chronologies, document lists and internal matter updates.

Contracts and Commercial Legal Support

• Maintain the contract repository, ensuring executed agreements, amendments, renewals, notices and related documents are uploaded, indexed and filed promptly.
• Track contract status, approvals, execution, expiry dates, renewal windows, termination notice periods and other key contractual obligations.
• Support the preparation and updating of standard contract templates, service schedules, addenda, letters, notices and routine correspondence, using approved legal templates and playbooks.
• Conduct first-level checks of contracts and related documents for completeness, formatting, execution blocks, schedules, defined terms, missing attachments and deviations from approved templates.
• Coordinate with Procurement, Finance, Sales, Technical and other business teams to obtain supporting documents, approvals, sign-offs and execution copies.
• Assist with version control, document comparison, redline collation and organisation of negotiation drafts.

Regulatory, Statutory and Corporate Governance Support

• Log, file and monitor correspondence, notices, requests and submissions from regulators,
• statutory bodies, Government ministries and industry bodies.
• Maintain a regulatory deadline tracker and escalate upcoming filing, response, consultation, licence, reporting or information-request deadlines to the legal team.
• Assist with the preparation, compilation and formatting of regulatory submissions, letters,
• consultation responses, information requests and supporting documents.
• Support corporate governance and corporate secretarial administration, including maintaining
• statutory records, company registers, board or committee materials, resolutions, minutes, action items, annual returns, Companies Office of Jamaica filings and execution records as required.
• Assist with corporate secretarial service coordination, including preparing, collating and tracking board and committee papers, written resolutions, minutes, statutory filings and other corporate documents under the direction of the Legal and Regulatory Director or other authorised officer.
• Assist with licence, permit, registration and compliance records, including renewals, supporting documentation and correspondence history.

Records, Filing and Document Management

• Maintain an organised physical and electronic filing system for the Legal & Regulatory Department, including litigation files, contracts, regulatory correspondence, corporate records and internal advice files.
• Ensure legal documents are named, stored and retained in accordance with departmental protocols, confidentiality requirements and applicable document-retention practices.
• Assist with archiving, retrieval, scanning, copying, certification, indexing and secure disposal of legal records where required.
• Maintain template libraries, clause banks, precedent folders, standard forms and departmental trackers in a current and accessible format.
• 5. Department Administration, Invoice and Budget Support
• Track external counsel, regulatory, filing and other Legal & Regulatory invoices, including purchase orders, approvals, accruals, payment status and supporting documentation.
• Assist with basic reporting on legal spend, matter status, external counsel engagement and departmental deliverables.
• Prepare and modify business correspondence, letters, memoranda, general documentation, presentations, spreadsheets, emails and meeting notes as required.
• Schedule meetings, prepare agendas, take notes, circulate action items and follow up with internal and external stakeholders as needed.
• Support the Legal & Regulatory Department with other administrative and coordination duties consistent with the role.

Academic qualifications and experience required:

• A bachelor’s degree in legal, Admin or related field
• Paralegal certificate
• Minimum of three (3) to five (5) years' experience in a legal department, law firm, regulatory environment or comparable corporate support role Knowledge of filing systems
• Prior experience supporting contracts, litigation files, regulatory correspondence and legal record management would be an asset
• Strong proficiency in Microsoft Office Suite, particularly Word, Excel, Outlook, Teams and PowerPoint. Experience with SharePoint, contract repositories, e-signature tools or matter-management systems would be an asset
• Experience in telecommunications, technology, utilities or other regulated sectors would be an advantage

Functional Skills:

• Legal administration and document control: Able to maintain accurate files, trackers, registers and repositories with strong version-control discipline.
• Drafting and proofreading: Able to prepare clear, accurate and professional correspondence, summaries, schedules and routine documentation.
• Organisation and deadline management: Able to prioritise competing requests, monitor deadlines and follow through on open actions.
• Confidentiality and judgment: Handles sensitive legal, regulatory, employee, customer and commercial information with discretion.
• Attention to detail: Able to identify missing documents, inconsistent details, formatting issues and deviations from approved templates.
• Stakeholder management: Able to interact professionally with internal teams, external counsel, regulators, suppliers and other stakeholders.
• Proactivity and accountability: Takes ownership of assigned matters, escalates risks early and follows matters through to completion.
• Technology skills: Comfortable using digital filing systems, spreadsheets, tracking tools and collaborative platforms.