Legal Secretary

23 hours ago

Makati City, National Capital Region, Philippines Fujitsu Full time ₱600,000 - ₱1,200,000 per year
  • Performs secretarial duties for LD such as but not limited to editing and proofreading of contracts being reviewed for finalization, photocopying of documents
  • Monitors incoming and outgoing documents.
  • Receives incoming calls
  • Monitors office supplies
  • Prepares Contract Authorization Form (CAF) to be attached to the contract for signature of the authorized signatory, affixes the LD stamp on each and every page of the contract, assigns and indicates an agreement number to the contract and records the contract in the LD logbook for contracts.
  • Printing and sends documents
  • Sorts and files all contracts in the LD cabinet and back up contracts in South Luzon office
  • Scans, encode and upload contracts in DocuServ to serve as back-up copies
  • Update and encode contracts in contract monitoring system
  • Update and encode contracts endorsed in excel files for submission of monthly reporting for LD and sending email reminder to contract proponents
  • Encode and update in preparing documents for Semi-Annual Report of submission of contractors and sub-contractors to DOLE every six months
  • Prepare letters to DOLE and NLRC of no pending case for Fujitsu every year
  • Prepare and encode unreturned contracts in Synology for reminder account manager with pending contracts with legal
  • Prepare draft secretary's certificate and minutes of the meeting for Fujitsu and FESP
  • Prepare documents for submission of renewal of Certificate of Registration for DOLE every two years renewal (3 years attachment of documents)
  • Prepare and update General Information Sheet (GIS) for Fujitsu and FESP online filing in eFast in SEC
  • Prepare and encode weekly report for the tasks done every week
  • Prepare and encode monthly report every 5th of the next month (OLA's of Legal, Legal report monthly, objective monitoring update, OLA's of Secretary's Certificate issue)
  • Assists Account Managers who will request a copy of signed contracts
  • Assists all departments who will request for a corporate document from legal
  • Assist in preparing the documents for Audit Purposes
  • Filing of reimbursement and SAP request
  • Filing of MyOffice ringgi for new vendor and external counsels retainer fee yearly
  • Prepare request for payment for external counsel
  • Sort, delete and transfer emails inbox to folder of clients per each year
  • Send fully signed contracts to external counsel PBR for notarization (check if complete details in acknowledgement page and attached government id who signed the contracts
  • Prepare request for courier if need document to send local or international
  • Monitor and follow up payment for employees for settlement
  • Approved clearance of employees who resigned in the company.
  • Update and encode those submit a fully signed contracts in excel files and logbook for reporting purposes.
  • Sort all the Risk Assessment Form File for easy tracking per year.
  • Sort all the Contract Authorization Form, Secretary's Certificate Issue, Risk Assessment Form, General Information Sheet, Articles and By-Laws of Fujitsu per year and per lawyers assigned per department.

Qualifications

  • Graduate of any bachelors degree
  • Strong organizational and communication skills
  • Proficient Microsoft Office suite (Outlook, Excel, Word, PowerPoint, etc.)
  • Experience in legal management or administrative support
  • Familiarity with legal procedures and documentation

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