Paralegal and Admin Officer

Conducts proofread and cover outgoing documents and correspondences from internal, business partners, suppliers/third-party service providers, clients/customers, agencies, law firms, to ensure that it is within the direction and best interest of the company;Conducts document/contract review, research, draft legal documents/correspondences, and provide general administration support services across the business (General Shared Services (NON-PAEC) and Philippine Allied Enterprises Corporation (PAEC);Attends law courts or meetings with lawyers and third-party service provider, or attend/assist the execom/management to critical/urgent and important meetings and take notes or minutes on their behalf, when necessary;Assist the GHC Shared Services including other business affiliates PAEC, especially the HR Department/Head on Employee and Labor Relations tasks;

Other qualifications:

Graduate of any 4 years degree courses related to Legal Management, Business Administration, Political Science and Law;License is a plus but not required;4-5 years relevant work experience as Legal Admin, Legal Aid, Legal Assistant, Para-Legal – in a Firm, or corporate settings is an advantage;Other technical skills include the ability to work with databases – manual and paid internal/external software, SAP System, HRIS etc.;Attention to detail and organization skills;Ability to perform well under the pressure of multiple deadlines;Proven track records on research;Critical thinking skills and the ability to analyze complex information, with minimal supervision;Excellent verbal communication skills, including listening skills;Proficiency in writing, editing, and proofreading;Integrity, client confidentiality;

A.   Technical/Functional Skills:

1.    Paralegal Services

Assists the management/execom/legal department in many facets of corporate law – from paperwork to assistance in court proceedings as necessary;Carry out routine tasks such as updating company files, preparing legal contracts, reviewing documents, and giving legal assistance;Handles executive summaries and directives;Assist with different company compliance issues such as but not limited to matters pertaining Finance and Accounting Service Delivery, HR on Employee and Labor Relations, Suppliers/Vendors Contracts Management, Business Expansion, Mergers and Acquisitions, import-Export among others;Assists in corporate litigation procedures and other specific business legal needs;Attends corporate meetings, prepare corporate resolutions, log board minutes, and other similar corporate items; Coordinate on procedures and documents pertaining to finance, securities, trademarks, patents, and other similar issues;

2.    Policy Making

Carry out a wider development of HR policies and practices, taking responsibility for developing one or more specific areas of policy and leading the consultation, ratification and implementation of these policies under the general supervision of the HR Head and the Management;Works/collaborates with the HR Leads, Employee & Labor Relations, Learning and Development, Compensation and Benefits and Recruitment pertaining policy making, review and augmentation, within the guidance and general direction of the HR Head;

3.    Employee and Labor Relations

Conducts internal investigation and administrative hearing;Represents the management in all employee and labor related matters (internal and external entities) with the assistance and guidance of the HR Head;Collaborates/Communicates with the Business Unit Heads/Department Heads pertaining critical announcements, alignments, employee movements, notice of decisions, DOLE matters not limited to securing assistance on internal and administrative hearings;Provides advice and support to Senior Officers/Managers on a wide range of employee relations issues including discipline, performance, grievance and absence issues to enable effective people management of all staff in line with company policy and employment rules and regulations;Advises and supports officers/managers in the effective management of change, working with union representatives and staff to deliver required changes;Assists the HR Head in organizing/attending scheduled CBA and other official administrative meetings in behalf of the management;

4.    General Admin and Support Services

Prepares legal documents, including summonses, complaints, disputes, notice of decisions (part of employee and labor relations) etc.:Serves the General Shared Services Group and other business affiliates such as Philippine Allied Enterprises Corporation (PAEC – Bridgestone) and develop an efficient and effective tracker, monitor different contracts and legal documents:Hires, trains, and collaborates with the executive secretaries and other administrative support staffs;Assists the corporate procurement/purchasing on the documentation and contracts review, suppliers and vendor management, inventories and orders office supplies when necessary;Serves as liaison with technical support staff for office equipment;Prepares regular reports such as status reports and keeps the business units informed of cases, internal investigation, notice of decision, disputes progress, as being required by the immediate superior and or the management;Gathers case evidence and documentation by preparing files and inputting information from records, statements, and other documentation;Enhances third-party service provider’s effectiveness by monitoring case progress;alerts third-party service provider of issues requiring their attention;Contributes information to the legal team during case reviews;Concludes cases by verifying outstanding balances and preparing settlement documentation, as necessary;Updates professional knowledge by participates in relevant educational opportunities, appropriate trainings and skills augmentation program etc.;Builds positive client relationships through effective communication, establishing trust and maintaining confidentiality.Schedules meetings and depositions, answers phones, and maintains digital and physical records;Performs other duties and responsibilities given by the Management from time to time;

B.    Core, Leadership and Managerial Skills:

 Accountability and Detail ConsciousnessResult OrientationPlanning & OrganizingPositivity & AdaptabilityInitiative & CommitmentRespect & IntegrityDiscipline & ExcellenceInnovative & ResourcefulnessAnalytical Thinking and Problem SolvingClient Focus and Brand AwarenessEffective Communication & InterpersonalBuilding Collaborative RelationshipsSelf-Management and Team Cooperation