Specialist - Paralegal (Contracts and Commercial Transactions)

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.

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