URGENT Associate Legal Document and Administrative Services Assistant

1 week ago

Pasig, Philippines Tata Consultancy Services Full time

Overview The Document and Administrative Services Assistant role supports the operational and administrative functions of the Office of the General Counsel (OGC) by managing and securing confidential legal document reproduction and ensuring the efficient and secure handling of legal documents, which are critical in delivering timely and sensitive legal services. The role also provides essential support to legal operations, particularly during remote work arrangements, and contributes to maintaining a well-organized and efficient working environment. Responsibilities Document Reproduction and HandlingReceive, review, and fulfill requests for printing, photocopying, and scanning of documents. Ensure the secure and confidential handling of sensitive materials. Sort and organize printed/copied/scanned documents according to specified categories or project requirements. Assist in the preparation and production of presentation materials and handouts for meetings and events. Equipment Operation and MaintenanceOperate and maintain printer, scanner, and copier machines in accordance with standard operating procedures. Monitor equipment performance and promptly report faults or malfunctions to IT Support for resolution. Provide orientation and training to newly onboarded OGC staff on machine functionalities and usage protocols. Act as a proxy for the Legal Operations Assistant (LOA) during remote work arrangements, ensuring continuity of legal administrative processes. Assist in seeking the endorsement and routing of legal documents to the Office of the Secretary (OSEC) and other relevant departments for signature and processing. Prepare and manage the blue folder containing agreements (e.g., loans, grants, projects) for departmental signing and mailing. Endorse files for turnover to Records on behalf of the OGC Staff in charge when necessary. Administrative and Inventory ManagementSupport a productive and organized legal work environment by monitoring and securing all unclaimed printed legal documents. Manage inventory of OGC supplies, including monitoring stock levels, initiating replenishment requests, and coordinating the return of obsolete items to CSD. Update and maintain the OGC Supplies Tracker to ensure accurate inventory records and usage tracking. Notify the Administrative Officer of any incidents in the Copy Room and coordinate repair and maintenance requests via eServe. Coordination and Technical SupportLiaise with concerned OGC staff to address document production related issues, connectivity problems, and other network concerns. Coordinate with relevant support units to escalate and resolve technical issues affecting document services. Qualifications Bachelor’s degree of any course 2–5 years of similar experience with the stated responsibilities Proficient in written and oral English communication skills, since the company is an international organization with diverse nationalities Familiar with OGC data and document categories in terms of confidentiality Other Seniority level: Associate Employment type: Contract Job function: Information Technology Industries: IT Services and IT Consulting #J-18808-Ljbffr

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