Legal Administrator

About Artha GroupArtha Group is a performance-first investment house managing ₹1,500 crores across domestic and international investment vehicles, including Category I & II AIFs, LLPs, and Private Limited companies. With active investments in 130+ startups, we operate at the convergence of capital precision and operational depth.We are a fast-paced, detail-oriented, and compliance-driven organization. We value systems thinking, consistency, and precision — and we are now hiring a Filing Assistant to bring ownership and structure to our documentation and record-keeping practices across all departments.Role OverviewThe Filing Assistant will be responsible for the end-to-end management of our filing systems — both physical and digital — across multiple departments and entities. This role requires someone exceptionally organized, consistent, and process-oriented, who can ensure that every document is named, saved, retrieved, and archived according to firm-wide protocols.Location: Lower Parel, Mumbai (Full-Time, Onsite)Key Responsibilities1. File Management & Organization- Oversee and maintain the central filing structure (physical and digital). - Create and manage folder hierarchies across departments and teams. - Ensure that all scanned and physical documents are stored systematically. - Define and enforce standard naming conventions for files and folders. - Ensure documents are indexed correctly and consistently across all repositories. - Review new files for correct labeling before storage.2. Filing Protocols & Administration- Act as the owner of Artha’s filing policies and practices. - Develop SOPs for filing and retrieval across departments. - Update protocols as systems evolve, ensuring ongoing compliance. - Train team members across functions (Legal, Finance, CS, etc.) on file management best practices. - Provide onboarding support to new employees on file-related protocols. - Conduct follow-ups and reminders to departments on policy adherence.3. Filing Audits & Compliance- Conduct regular audits (monthly/quarterly) of filing practices. - Identify gaps, errors, or inconsistencies in how files are managed. - Collaborate with departments to correct deviations and improve consistency. - Maintain audit logs, version control, and file access records. - Ensure critical files are versioned, and backups are maintained securely.4. Scanning, Archiving & Retrieval- Supervise the digitization of physical documents. - Coordinate scanning efforts and file size optimizations. - Ensure scanned files are saved in the right format, resolution, and location. - Track document retrieval requests and monitor access control. - Maintain physical file logs (check-in/check-out). - Support internal teams in locating and accessing relevant documents efficiently.5. System Improvement & Documentation Hygiene- Recommend and implement improvements in the filing process. - Identify workflow inefficiencies and propose smarter indexing or storage methods. - Support integration of filing protocols into digital tools like Google Drive, SharePoint, etc. - Uphold high standards of documentation discipline and confidentiality. - Enforce restricted access where required. - Ensure destruction/archival of outdated files in line with retention schedules.Who You Are- 2–4 years of experience in document management, filing, or administrative operations — experience in a law firm or Company Secretary’s office is a must. - Deep understanding of structured filing systems and naming conventions. - Highly organized, detail-driven, and disciplined. - Comfortable working across departments to drive consistency and compliance. - Proficient in MS Office and document storage platforms (e.g., Google Drive, Dropbox, SharePoint). - Strong communication and follow-up skills. - Integrity, discretion, and accountability in handling confidential files.Compensation: ₹4,00,000 per annum

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