Specialist - Paralegal (Contracts and Commercial Transactions)

Taguig, Metro Manila, PH, 1634

Posted: Jan 6, 2025

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 Specialist - Paralegal (Contracts and Commercial Transactions) 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

External: Government Agencies

External: Non-Governmental Organizations

Internal: AEV Team Leaders

Internal: AEV Team Members

Internal: AEV CSU/s

Responsibilities

General:

In charge of document management such as receiving, sending/transmittal, and safekeeping of documents;
Oversee document production, which includes labeling of documents, scanning, photocopying, printing, and collating;
Coordinate filing of project documents in accordance with the Aboitiz Group’s filing policy;
Assist the lawyer/s during meetings/negotiations (as required);
Provide general administrative support to the AEV Legal Team.

Contracts and Transactions Specific Responsibilities:

Monitor contract review requests via the Contract Endorsement Form
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, editing, clean up, and document formatting support to legal counsels who are reviewing and/or drafting contracts
Conversion of files
Prepare simple documents (i.e. transmittal letters, summaries) that may be required for special projects and transactions

Customer, Special Projects, and CFT Management
Provide administrative support for special projects and transactions, including:

Preparation and monitoring of checklists
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
Other tasks related to closing of 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;
Assistance in indexing of current Contracts and Special Projects Database for archiving
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;
Transfer, clean up, and organization of Contracts and Special Projects Database using revamped system
Creation of directory for key files and folders
Monthly updating and maintenance of the Contracts and Special Projects database to render proper management of files, documents, and records of the team.
Manage and record QMS processes of the team.

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 initiativesto ensure 100% completion of team initiatives

Additional Responsibilities

Key Performance Metrics

Compliance with SLA for requests
Customer Satisfaction Survey
Compliance with SLA for requests
Customer Satisfaction Survey
Compliance with SLA for requests
Customer Satisfaction Survey
Compliance with SLA for requests
Customer Satisfaction Survey
Document and records availability
Correct retention and timely
disposal of records
Attendance and participation in trainings and meetings
Scorecard rating
Customer Satisfaction Survey
Compliance with SLA for requests
Customer Satisfaction Survey

Competencies

I. Universal: Building Partnerships / Networking

I. Universal: Business Acumen

I. Universal: Business Continuity

I. Universal: Communication

I. Universal: Data Science

I. Universal: Design Thinking

I. Universal: Innovation

I. Universal: People Development

I. Universal: Performance Management

I. Universal: Project Management

I. Universal: Quality Focus

I. Universal: Resilience

I. Universal: Risk Management, Information Security and Data Privacy

I. Universal: Safety

I. Universal: Working Remotely

II. Functional (Legal): Administrative Management

II. Functional (Legal): Contracts Management

II. Functional (Legal): Documentation and Records Management

Education

Bachelor's Degree in Legal Management

Work Experience

At least 3 years of relevant 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.