Legal Associate

Legal Associate

Records and Documentation Retention Analyst

Location: Philippines (Remote)

Department: Legal

Reports To: Legal Department Manager / General Counsel

About the Role

We are seeking a highly organized, detail-oriented, and dependable Legal Associate – Records & Documentation Retention Analyst to join our Legal Department.

This position will play an important role in managing the organization's records and documentation across multiple departments. The successful candidate will help ensure that company records are properly organized, classified, retained, secured, maintained, and disposed of in accordance with company policies, established retention requirements, and applicable legal and compliance practices.

The role will support the Legal Department in records management, legal documentation, document retention, compliance support, and administrative activities while collaborating with teams across the organization to maintain an efficient and reliable documentation system.

Key Responsibilities

Records & Documentation Management

• Manage and maintain the company's records management system across departments.
• Organize, classify, index, archive, retrieve, and dispose of company records in accordance with established retention policies.
• Maintain electronic and physical document repositories.
• Ensure documents are properly categorized, indexed, and easily accessible when needed.
• Maintain accurate and organized records throughout their lifecycle.
• Support improvements to company-wide records management practices.

Legal Documentation Management

• Maintain legal files, contracts, agreements, corporate records, and other confidential legal documentation.
• Organize and maintain documentation required for audits, regulatory reviews, internal reviews, and other legal or compliance activities.
• Monitor document retention schedules and coordinate document disposition when appropriate.
• Maintain confidentiality and appropriate handling of sensitive legal and corporate information.
• Track document revisions and maintain proper version control.

Administrative & Department Support

• Provide administrative and documentation support to the Legal Department.
• Coordinate document requests from internal departments.
• Retrieve and provide records and documentation as requested and authorized.
• Prepare reports and summaries related to records management activities.
• Assist with documentation-related projects and process improvements.

Compliance & Document Control

• Support compliance with company document retention and records management policies.
• Assist with internal audits involving records and document management.
• Support the development and implementation of standardized filing and documentation procedures.
• Promote consistent records management practices and documentation standards throughout the organization.
• Assist in maintaining documentation required for compliance and corporate governance activities.

Qualifications

• Bachelor's degree in Legal Management, Political Science, Business Administration, Office Administration, Information Management, Records Management, or a related discipline.

• Minimum 2–4 years of relevant experience in one or more of the following:

  • Records Management
  • Document Control
  • Legal Administration
  • Corporate Administration
  • Compliance
  • Document Management
  • Executive Administration

• Excellent written and verbal English communication skills.

• Strong attention to detail and accuracy.

• High level of confidentiality and professional judgment.

• Excellent organizational and documentation skills.

• Strong problem-solving and analytical abilities.

• Effective time management and ability to meet deadlines.

• Ability to manage multiple priorities simultaneously.

• Ability to work independently with minimal supervision.

• Strong data-entry and documentation accuracy.

Experience with any of the following is highly desirable:

• Document Management Systems (DMS)
• Electronic Records Management
• Contract Administration
• Corporate Governance Documentation
• ISO Documentation Control
• Legal Records Retention Practices
• Compliance Documentation

Preferred Qualifications

• Knowledge of records retention standards and best practices.
• Experience supporting a U.S.-based company or organization.
• Experience working within a legal department, law firm, or corporate legal environment.
• Familiarity with document control, compliance, and corporate records management processes.

What We're Looking For

The ideal candidate is organized, trustworthy, detail-oriented, and highly disciplined in handling confidential information. You should be comfortable managing large volumes of documentation, maintaining accurate records, coordinating with multiple departments, and ensuring that documents can be located quickly when needed.

This position is ideal for a professional who enjoys records management, legal administration, document control, and process organization, and who takes pride in maintaining accurate, secure, and compliant documentation.