Paralegal

Paralegal will support and contribute the Contracts Team which handles transactions relating to asset acquisition, leases, charters, regulatory registrations, supplier agreements, corporate governance, confidentiality agreements along with operational and project management agreements.  The main areas of work shall be in yachting, aviation, and telecommunications industries.

It is our expectation that the post holder upholds, demonstrates and lives up to our company values and works diligently towards our strategic goals and objectives, underpinned by our 5 pillars and that they do so with integrity and professionalism.

Responsibilities and tasks include, but not limited to:

• Prepares draft contracts for review and also manages the approval process, finalisation and execution of contracts with suppliers and operational service providers.
• Liaise closely with directors, project managers, operational managers and procurement team to confirm the contract and transaction requirements .
• Manages the approval process, confirms that documentation relating to transactions has been completed and filed, communicate with relevant stakeholders relating to transactional issues, assist in administering the work flows for the Contracts Team, assist in other organizational and filing of documents, and other administrative tasks as required.
• Work with the accounting/ finance team, to explain the commercial arrangements agreed and financial aspects of the contract.
• Liaise internally with other Hill Robinson companies and departments to ensure that updates regarding transactions are effectively communicated.
• Follow up with various stakeholders, identify if there are any delays to the approval process, and communicate any issues to members of the Contracts team relating to the transaction.

Transaction Management

• Review contract terms and identify risk issues, confirm the transaction value and any concerns that would impact client objectives.
• Prepare proposed amendments to the contract terms which deal with any issues/concerns
• Liaise with project manager and supplier to agree proposed amendments
• Prepare draft documents to be further reviewed by the Contracts Team and assist with processing amendments
• Company secretarial support
• Ensure that the filings and regulatory deadlines are complied with for Hill Robinson Isle of Man based entities
• Assist with requests from the Group Board for other corporate governance activities.
• Assist in preparing board minutes to formally record approval of transactions
• Lead in finalising Transaction Process
• Liaise with stakeholders to ensure that accurate and complete documents are finalised;
• Confirm that adequate approvals have been obtained and provide feedback from stakeholders relating to the transaction or approval process;
• Liaise with Contracts Team of any changes or issues that have been raised in the approval process
• Task Organization and Filing
• Lead the task organization for the Contracts team and provide updates on required tasks.
• Review and file the documentation in the correct filing system
• Assist in developing and maintaining a form template database to assist in production of form documents
• Provide further assistance if required
• Assist the broader team when possible
• Able to jump in and assist in tasks when able and required to do so

 Skills

• Excellent communications skills and the ability to liaise in a professional manner with Clients, suppliers, colleagues, and other contacts as may be required
• Excellent problem-solving skills.  Able to manage and resolve issues to ensure operating priorities are delivered.
• Developing drafting and contract negotiating skills
• Ability to work with Microsoft Office – Work, Excel, Outlook, PowerPoint and be confident in using wider IT software

Competencies

Customer Service Excellence

• Delivers the best solutions for the customer both internally and externally
• Considers potential impact of all actions on our customer and has the aim to achieve a positive outcome for Hill Robinson at all times
• Constantly reviewing potential for improvements in Customer Service

Teamwork

• Proactive cooperation with the team

• Works for solutions that all team members can support

Communication Skills

• English as a first language or excellent written and verbal communication skills in English taking into account the potential impact of any communication

• Ensures that the appropriate managers are informed about progress and problems to avoids surprises to time delays

• Positive and respectful attitude to all team members and internal and external customers

Organisational Skills

• · Works well under pressure often juggling an assortment of tasks and continually reassessing priorities

• · Accuracy and attention to detail seeing the task through to the end

Interpersonal awareness

• Understands the interests and concerns of others particularly clients, supplier, managers, direct team members and wider company colleagues

• Knows when to escalate critical issues to own or others’ management

Ability to Influence Others

• Works to gain others’ support for ideas, proposals, projects, and solutions
• Involves others in a process or decision to ensure their support and looks for win-win solutions

Building Collaborative Relationships

• Constantly working to develop, maintain, and strengthen partnerships with internal and external customers
• Builds relationships with and expresses appreciation to others who have provided information, assistance, or support
• Provides assistance, information, and support to others to build a basis for future reciprocity
• Tries to understand the merits of others perspectives
• Demonstrates willingness to modify a strongly held position in the face of contrary evidence