Administrative Assistant

SKILLS AND QUALIFICATIONS:

Educational Background

• Candidate must possess at least Bachelor's/College Degree in any field.

Organizational Skills & Attention to Detail

• Ability to maintain accurate and detailed records.
• Attention to detail are crucial to the nature of the position.

Time Management

• Must possess the ability to manage multiple responsibilities at once by focusing on one task while keeping track of others.
• Punctuality and on-site presence is a must due to the nature of the work.
• Must be proficient in calendar applications and taking track of deadlines.

Communication and Comprehensive Skills

• Must have excellent verbal and written communication skills, and properly articulate thoughts.
• Must be able to comprehend instructions and documents.

Computer Skills

• Proficiency in microsoft office suite and equivalent software. High proficiency in excel is a plus.

Work Attitude

• Must have a sense of accountability for work.
• Must be open to constructive criticism and show enthusiasm in performing his/her job.
• Must possess good interpersonal skills

Experience

• Prior experience in a law firm or legal setting is preferred. Familiarity with legal documents is a plus.
• Prior experience in liaising and preparation of monthly government remittance reports (SSS, Pag-IBIG, etc.) and renewal of permits is preferred.
• Preferably 1-4 years experienced employee specialized in Clerical/Administrative/Office Support or equivalent.

Documentary Requirements

• Cover letter and resume/CV. Please include professional references.
• Candidate must have their SSS, Pag-IBIG, PhilHealth and NBI Clearance ready.
• Transcript of records is necessary for fresh graduates.

Disclosures

• Candidate must disclose any health or medical condition that may significantly affect work and attendance.
• Candidate must disclose any prior criminal record and pending legal/admin case/s.

JOB DESCRIPTION:

Reception

1. Receive, scan, log and route all incoming and outgoing documents received by the firm. This includes careful monitoring of office emails.
2. Maintain and properly organize the digital/electronic docket of documents of the firm; ensure that all files are properly labeled.
3. Receive and route calls to the proper lawyers.
4. Maintain a directory of clients, service providers and suppliers.
5. Receive guests and provide replenishment in coordination with the Office Maintenance Staff.
6. Other clerical work related to reception.

Legal Secretariat

1. Calendar hearings, deadlines, meetings and other incidents; and make timely reminders.
2. Assist lawyers in notarization of documents and preparing simple documents.
3. Assistance in case management by maintaining a proper log and digital docket of all documents.
4. Other tasks related to providing general support to lawyers.

Administrative Support

1. Hold custody, monitor and replenish office supplies;
2. Monitor and ensure payment of utility bills;
3. Instruct and monitor the schedule of paralegals;
4. Coordinate with the building administration and service providers for general maintenance of office equipment and other similar functions.
5. Assist the Office Admin in preparing of monthly government remittance reports and filing of tax returns;
6. Assist the Office Admin in preparing bank forms and other compliance with government agencies;
7. Monitor and coordinate with the Office Admin and Liaison Officer for the renewal of business permits, sanitation permits and payment of real property taxes.
8. Assist the partners in the hiring process by setting interview schedules and coordinating with applicants.
9. Assist accounting in: sending out digital copies of invoices, credit and collection.
10. Act as a reliever in case of the absence of other non-legal staff or if the demand of the work require it.
11. Other tasks related to administrative support.