オフィスアドミンスタッフ｜Office Administrator

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Job details

Company overview

This company provides the operational support that keeps a global law firm group running smoothly. It centralises essential back‑office functions and enables teams across all international locations to work efficiently and consistently.

Responsibilities

担当パートナーおよび弁護士に対して、事務およびオフィス関連のサポートを提供し、弁護士業務の効率と効果を最大化することが目的となるポジションです。
オフィスアドミンスタッフは主に弁護士のサポートですが、必要に応じてオフィスマネージャーの補助もお任せします。
ビジネスに対して質の高いタイムリーなサポートを提供することにコミットしており、マルチタスクをこなしつつ細部への注意を維持できる、前向きでチーム志向の方が求められます。

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■ポジションについて
高い協働性を持つチームの一員として、担当パートナーおよび弁護士への事務サポートを行うとともに、必要に応じて他の同僚へのアドホックなサポートもお任せします。


■Responsibilities

• Client Service 
  •  Coordination for assigned fee earners including:
  •  Book an internal conference room when requested. Travel management, booking transportation, hotels, and producing detailed itineraries.
  • Coordinating and support on business development and client liaison initiatives for fee earners, including:
    • updating database information (Business cards entry using InterAction);
    • assisting with marketing initiatives and events (including occasional support at events e.g. registration desk).
  • Proactively handling all aspects of expense claims on behalf of nominated fee earners.
  • Dealing professionally and promptly with clients (internal and external) telephone calls and communications, including calls diverted to the team.
  • Travelling to post office, Legal Affairs Bureau, embassies, government offices, law offices and other locations to receive and send documents.
• Technical and Organizational Skills 
  • Managing the end to end billing process, ensuring bills are prepared and sent in a timely manner. This includes:
    • working with nominated partners/fee earners to initiate billing processing;
    • perform accurate data entry
    • double check fees / disbursements amounts / Japan Consumption Tax and Withholding Tax are all correct.
    • liaising with the accounts team to tell Partner’s billing request (payor name, currency, fee amount, etc.) 
    • liaising with the accounts team with any billing related queries.
  • All aspects of document production including copying, scanning, typing, formatting documents, drafting bible indexes, creating correspondence, pitches and presentations for client meetings and business development events.
  • Entering and ensuring proper filing management of client data/information into the firm’s software programmes including InterAction, Outlook and iManage.
  • Coordinating the opening of new client matters and assisting with Anti-Money Laundering, Know-Your-Client processes, undertaking as much research as possible before passing over to the Partner for approval.
  • Responding to emails as necessary and prioritising correspondence to enable fee earners to focus on urgent matters.
• Office Administration 
  • Assist Office Manager with administrative, facilities, IT and client services.
  • Assist Office Manager in maintaining office premises, including pantry and meeting room.
  • Responsible for answering general office phone and answering office door to vendors.
  • Responsible for arranging incoming/outgoing mails by courier service and mail.
  • Any secretarial tasks and duties upon instruction from Office Manager.
  • Assist Office Manager in seminar preparation (booking venue, catering, etc.)

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Requirements

■必須

• 法律事務所でのセクレタリー経験
• 以下を中心としたコンピュータソフトに関する高度な知識と実務レベルの操作スキル
  • MS Office（Word／Excel／PowerPoint／Outlook）
  • 会計／請求システム、CRM データベースおよび文書管理システム
• 日本語ネイティブレベル
• 英語での高い運用能力（会話・読み書き）

■歓迎または大手金融機関でのバックオフィス業務経験

Salary

4 - 6 million yen

Location

Tokyo