Legal Assistant

The Legal Assistant is responsible for performing day-to-day records and document management duties, including handling inquiries, maintaining physical and digital records, filing, mailing, data entry, and providing administrative support to the Legal, Compliance, Litigation, and Intellectual Property (IP) functions.

Key Responsibilities:

General Legal Administrative Support

• Encode, scan, print, route, photocopy, and file documents.
• Monitor and replenish office supplies.
• Coordinate courier or messenger services as needed.
• Coordinate with the IT department regarding technical issues affecting company assets and systems.
• Assist with notarization-related activities.
• Support travel arrangements and reimbursement processing.
• Monitor and facilitate requests for gift certificates and government-related representation expenses.

Compliance Support

• Record inbound and outbound documents in an online database.
• Send and monitor mail and document deliveries.
• Scan and distribute finalized documents.
• Maintain invoice records.
• Track document routing and signature completion.
• Process documents requiring wet and electronic signatures.
• Monitor General Information Sheet (GIS) filings and related submissions.
• Track compliance-related billings and endorsements.

Intellectual Property (IP) Support

• Monitor IP-related billings.
• Route documents for signatures and notarization.
• Scan and transmit signed documents to the appropriate stakeholders.
• Follow up on apostille and legalization requests.
• Track incoming and outgoing IP-related documents.
• Maintain and organize IP-related records and files.

Project Support

• Assist in the digitization and electronic filing of corporate records.
• Scan and archive minutes, secretary's certificates, and legal documents.
• Organize physical files and support records management initiatives.
• Assist with notarial commission applications and renewals.
• Maintain notarial records and related documentation.

Job Qualifications:

• Graduate of any four-year bachelor's degree program.
• Preferably with at least one (1) year of experience as a Records Clerk, Legal Assistant, or in a similar administrative role within a law firm, government agency, or private organization.
• Must be willing to work in Ortigas, Pasig, under a hybrid work setup.