Administrative Support

White & Case LLP; Makati; On-site; PHP 279,000 - 446,000; Full time

Job summary

White & Case LLP in Manila seeks an Administrative Support specialist to provide comprehensive administrative help focused on matter opening, including data entry and document preparation.

The successful candidate will be highly organized, detail-oriented, able to work independently or with a team, and ensure compliance with firm policies and procedures while handling confidential information.

Qualifications

• College degree holder or fresh graduates with minimal or no work experience.
• Excellent written and oral communication skills.
• Proficiency in Microsoft Word, Outlook, Excel, PowerPoint.
• Trustworthy with confidential information and data handling.

Responsibilities

• Open new matters in the firm’s case management system accurately.
• Input client and case data, ensuring accuracy and up-to-date records.
• Prepare documents and ensure compliance with firm policies and procedures.
• Review new matter entries for accuracy and completeness.
• Maintain organized records of matter openings and related correspondence.
• Coordinate with attorneys and staff to gather information for matter openings.

Skills

Communication skills

MS Office

Interpersonal skills

Confidentiality

Problem solving

Stress management

Organization

Prioritization

Education

Bachelor’s degree

Tools

Microsoft Word

Outlook

Excel

PowerPoint

Job description

Our Global Operating Center located in Manila is pivotal to enhancing the Firm’s operational efficiency and streamlining legal and business services support across our global network. Our center provides comprehensive administrative, financial and operational services across office operations, compliance and new business, finance, technology, human resources, innovation and marketing. By centralizing these critical functions, the center ensures consistency and quality in service delivery while reducing operational costs. Through its integrated approach, our Global Operating Center enables the Firm to focus on its core legal services, drive global growth and maintain high standards of client service across all offices.

Position Summary

The Administrative Support will be responsible for providing comprehensive administrative support focused primarily on matter opening. This role includes data entry, document preparation, and ensuring compliance with firm policies and procedures. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple tasks effectively while working independently and as part of a team.

Duties And Accountabilities

Administrative

• Accurately and efficiently open new matters in the firm’s case management system
• Input client and case information into the database, ensuring all details are correct and up-to-date
• Prepare and organize necessary documents for matters, ensuring compliance with firm policies and procedures
• Review new matter entries for accuracy and completeness, addressing any discrepancies promptly
• Maintain organized record of all matter openings and related correspondence
• Ensure all matter openings adhere to legal and regulatory requirements
• Manage any other duties as reasonably requested by all stakeholder, allocations and service leadership teams.

Communication

• Liaise with attorneys and other staff to gather necessary information for matter opening
• Handle inquiries related to new matter openings, providing timely and accurate information
• Communicate effectively with internal and external stakeholders to ensure smooth matter opening processes
• Use effective systems to ensure that both short and long-term tasks related to matter openings are completed within the required timelines.

Relationship Management

• Use good judgement at all times; ask follow-up questions if instructions are unclear, efficiently communicate feedback, concerns, issues, and workarounds
• Show excellent attention to detail and have a thorough knowledge of department and form procedures and resources, and uphold and utilize these.
• Ensure all restricted information, matters, issues, and personal effects of all allocations are treated with utmost confidentiality
• Foster good relationships with attorneys, staff, and other members of the team to facilitate effective and efficient matter opening processes
• Proactively seek to understand and meet the needs of internal clients while maintaining professional and courteous interactions.

Qualifications

• College degree holder or fresh graduates with minimal or no work experience

Essential Job Requirements

• Excellent written and oral communication skills
• Proficiency in Microsoft Word, Outlook, Excel, PowerPoint
• Excellent interpersonal skills with the ability to balance being an individual contributor and a team player
• Trustworthy in managing and handling confidential matters and information
• Has a positive approach to daily task management and can quickly build confidence, respect and trust with others
• Is able to remain calm under pressure and work with tight deadlines
• Detail and solutions oriented with a strong sense of urgency to pro-actively solve challenges
• Excellent organization and coordination skills; comfortable managing priorities from multiple parties

Location and Reporting

• This role is based in Manila
• The role reports to the Manager - Office Operations

This role reports to

Manager, Office Operations

White & Case is committed to creating a fair workplace. It is our Firm’s policy to recruit, employ, train, compensate, and promote without regard to race, religion, creed, national origin, age, gender, sexual orientation, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable law.

If you require assistance and/or adjustment to participate in our application and/or interview process, please email us. We will be happy to work with you.

The Firm may modify and amend any job description at any time in its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

The above is only a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.