Job Title: Legal Officer
Department: Legal & Compliance
Reports To: Legal & Compliance Manager
Employment Type: Full-time
Position Overview
The Legal Officer provides administrative, coordination, documentation, and monitoring support to the Legal & Compliance function.
The position is responsible for ensuring that legal and compliance matters are properly coordinated, documented, tracked, and followed through with the relevant departments, management, regulators, external counsel, and other stakeholders.
The role allows the Head of Legal & Compliance to focus on substantive legal matters, regulatory risk assessment, compliance oversight, and management advisory while ensuring that day-to-day legal and compliance activities are properly organized and monitored.
Key Responsibilities
1. Legal Coordination and Administration
Coordinate legal requests received from various departments and ensure proper routing and follow-up.
Maintain a tracker of contracts, legal requests, approvals, signatures, and outstanding action items.
Coordinate contract review and execution with relevant departments and authorized signatories.
Monitor contract status, renewal dates, expiration dates, and other important deadlines.
Coordinate with external counsel on legal matters, requests for documents, consultations, and case-related requirements.
Assist in preparing and organizing documents for legal review.
Maintain an organized and confidential filing system for contracts, legal documents, correspondence, and corporate records.
Schedule meetings and coordinate discussions involving Legal and other departments.
Follow up with concerned personnel on pending legal action items and deliverables.
2. Compliance Coordination and Monitoring
Maintain a compliance calendar and tracker covering regulatory submissions, licenses, permits, reports, and other compliance requirements.
Monitor deadlines and follow up with responsible departments to ensure timely completion of compliance requirements.
Coordinate the collection and consolidation of documents and information required for regulatory submissions, audits, and compliance reviews.
Maintain records of regulatory filings, submissions, acknowledgments, and supporting documents.
Assist in monitoring compliance with company policies, procedures, and internal controls.
Track compliance issues, action plans, and remediation items until closure.
Assist in preparing compliance reports, presentations, and management updates.
Coordinate with relevant departments regarding implementation of compliance requirements.
3. Regulatory and Corporate Documentation
Assist in organizing documents required by regulatory agencies, including the SEC, BSP, CIC, LGUs, and other applicable government agencies.
Maintain a database of corporate registrations, licenses, permits, certificates, and regulatory documents.
Assist in monitoring validity and renewal dates of licenses, permits, and registrations.
Assist in preparing documentary requirements for regulatory filings and applications.
Maintain an organized repository of corporate and compliance records.
4. Policy and Document Management
Assist in the coordination and documentation of company policies, procedures, guidelines, and internal controls.
Track policy reviews, approvals, revisions, and implementation.
Maintain the master list and latest versions of Legal and Compliance policies and documents.
Coordinate with HR and other departments on the dissemination and implementation of policies.
5. Audit and Investigation Support
Coordinate document requests relating to internal and external audits.
Assist in gathering and organizing documents and information requested by auditors or regulators.
Maintain audit and compliance request trackers.
Assist the Head of Legal & Compliance in monitoring responses and remediation of audit findings.
Maintain confidentiality of sensitive legal, employee, customer, and company information.
6. General Administrative Support
Prepare meeting agendas,…