Legal and Labor Advisory Administrative Assistant

Your role:

To provide specialized administrative support to the Labor Law Advisory within the Legal Department, ensuring the correct documentary and administrative management of the area's matters and files, as well as operational support to the lawyers in the development of their activity.

You will perform your work with adequate planning and organization, paying special attention to meeting deadlines, in coordination with internal and external interlocutors.

1. Administrative and documentary management of labor law files

Administratively manage the files and documentation of the Labor Law Advisory through the corporate applications ASEJUR and ServiceNow, guaranteeing their correct incorporation, classification, filing, and updating.

Register and incorporate documentation received or generated in relation to the various matters and procedures, keeping the files duly organized and updated.

Perform periodic reviews of the files, verifying their correct documentary status and carrying out the necessary administrative actions for their adequate updating.

Ensure the correct preservation, traceability, and location of documentation, applying the criteria established by the Advisory and observing the necessary confidentiality in its processing.

2. Administrative support to the Labor Law Advisory lawyers

Provide continuous administrative support to the lawyers in the daily management of labor law matters and procedures.

Manage the sending and receiving of documentation with external lawyers, scales, and other collaborators or interlocutors, performing the corresponding administrative follow-up.

Incorporate sent or received documentation into the files and check that the necessary information is correctly archived and available.

Requesting judicial payments.

3. Monitoring and control of judicial procedures and court dates

Perform weekly control of trials and court dates, checking the available information and its correspondence with the files managed by the Advisory.

Prepare and review monthly trial lists, keeping information regarding procedures and scheduled dates updated.

Maintain an adequate control and monitoring system that allows for the anticipation of documentary and administrative needs associated with judicial procedures.

4. Administrative management, verification, and approval of invoices

Manage invoices corresponding to services provided by external law firms and lawyers to the Labor Law Advisory.

Check the correct allocation of invoices to the corresponding matters or files and verify their adequacy to the professional services provided.

Cross-check the invoiced data and concepts with the information available in the Advisory and perform the necessary administrative checks before approval.

Monitor any possible incidents or discrepancies detected during the process, coordinating with external professionals and the internal areas involved when necessary.

Process the approval of invoices and purchase orders using SAP/Fiori and other corporate tools.

Manage office supply purchase requests through Ariba.

Collect and consolidate information relating to the files and procedures managed by the Labor Law Advisory.

Prepare periodic reports and monitoring lists based on the information available in the area's systems and files.

Prepare and update information on procedures and contingencies necessary for the preparation of the auditors' letter, coordinating data collection and verifying its correct correspondence with the files.

Prepare specific information and reports on files and procedures at the request of Managers, ensuring the quality and reliability of the data provided.

• Talent in this role is:
• Organization, planning, and adequate control of deadlines.
• Management and coordination capacity.
• Service orientation.
• Effective communication.
• Proactivity and autonomy.
• Confidentiality and discretion.
• Teamwork and cross-functional collaboration.
• Incident resolution and solution-oriented mindset.
• Anticipatory skills.