Paralegal - Document Specialist
Taguig, Metro Manila, PH, 1634
Here at Aboitiz, success means winning together to shape a better future for people, planet, and profit. As we embrace innovation, we grow diverse industries and shape the country’s future. We create careers without boundaries for those who inspire their teams to rise with them. When you work at Aboitiz, you are part of a family committed to advancing business and communities.
Job Mission/Purpose
The Document Specialist is responsible for providing legal and administrative support to the Contracts and Commercial Transactions Team (“Team”) as well as to the AEV Legal Team by managing and maintaining its day-to-day documentation, paperwork, and records in accordance with the company’s procedures, guidelines, policies, and best practices, with the objective of sustaining the optimal functioning of the Team and the optimum use of the company’s legal resources.
Contacts/Network Requirement
Responsibilities
General:
- Responsible for proofreading and editing documents;
- In charge of document management such as receiving, sending and safekeeping of documents;
- Oversee document production, which includes labeling of documents, scanning, photocopying and collating;
- Coordinate filing of project documents in accordance with the Aboitiz Group’s filing policy;
- Provide administrative support for special projects and transactions, including preparation of legal counsel matrices, checklists, and other tasks related to closing of transactions;
- Organize and maintain files and documents related to special projects;
- Assist the lawyer/s during meetings/negotiations (as required);
- Assist lawyers in preparing powerpoint and other presentation materials; and
- Provide general administrative support to the AEV Legal Team.
Contracts and Transactions Specific Responsibilities:
- Maintain and update the KISS Templates (day-to-day document templates of the Aboitiz Group);
- Draft and review simple contracts assigned by legal counsels;
- Provide proofreading and document formatting support to legal counsels who are reviewing and/or drafting contracts;
- Edit documents based on mark-ups or instructions of legal counsels;
- Prepare simple documents (i.e. transmittal letters, summaries) that may be required for special projects and transactions;
- Coordinate with legal counsels on preparation and management of contracts and transaction matters, and extends assistance when required;
- Assist the Project/Transaction Legal POC in the collation of documents required to be submitted to government agencies in relation to special projects and transactions;
- Coordinate with the Project/Transaction Legal POC and Investment Team Lead for the conduct of turnover and lookback review;
- Handle accreditation process of external legal counsels;
- Prepare and finalize external legal counsel matrix for special projects;
- Assist legal counsels in the performance of administrative tasks required during special projects and transactions.
Documents and Records Management (Transactions-related):
- Manage contracts automation platform and related matters;
- File documents and records according to defined document filing and classification;
- Maintain an active inventory of records and documents;
- Ensure that records and documents are available when needed and can be retrieved from the specified storage/location;
- Ensure that records are retained and disposed in accordance with defined policies;
- Document new processes of the team;
- Initiate improvements in the existing process and current QMS documents;
- Comply with the QMS policies of AEV;
- Attend Document and Records Controller training or meetings that are called for occasionally.
Team Initiatives:
- Develop and execute digital platforms and initiatives;
- Lead team initiatives specifically assigned by direct superior;
- Provide administrative assistance to the legal counsels assigned to lead team initiatives.
Others:
- Track the contracts and transactions assigned by direct superior to legal counsels and conduct regular follow up on the progress of the assignment to ensure that Service Level Commitments are met, in the event that the primary paralegal assigned to do the same is unavailable;
- Perform notarial services assigned by direct superior;
- Coordinate with government agencies and other organizations for legal knowledge updates, best practice sharing and benchmarking;
- Assist in transmittal or service of documents.
Additional Responsibilities
Key Performance Metrics
Competencies
Education
Work Experience
License / Certification and Training Requirement
JOB APPLICATION NOTICE:
We urge everyone to be vigilant against scams that involve fraudulent offers of employment with Aboitiz Equity Ventures. Scammers are falsely claiming to be representatives of Aboitiz, offering jobs in exchange for recruitment fees. Aboitiz does not ask for money from our applicants at any point of the job application process.