Withersworldwide
Job title: Secretary
Location: Hong Kong
Who are we looking for?
We are looking for an experienced and efficient individual to provide secretarial, billing support and document production services to the Division.
The ideal candidate will be highly technically capable, have a flexible working mind-set and possess excellent communication skills. This position requires someone who is comfortable using their initiatives, is a strong team player and requires minimal supervision to produce quality support to the Division.
Areas of focus and responsibilities
File management
- Opening of client matter files
- Facilitate KYC and Third Party Payment compliance procedures
- Management of client database (Interaction)
- Closing of client matter files
- Retrieval of physical client matter files
Finance and Billing support
- Production of proforma bills and billing guides
- Transfer of time entries and/or disbursements to relevant files
- Collate matter-related expenses / receipts for billing purposes
- Write-off time and disbursements on Elite
- Amend narrations on Elite
- Assist with billing and reimbursement , collection and chaser of bills to clients as needed
Administrative and secretarial support
- Large documents production (greater than 50 pages, eg photocopying, binding, scanning, faxing, printing)
- Production of bundles and bibles
- Manage calendars, meetings, appointments, flights, hotels and travelling arrangement as needed
- Handle incoming calls, correspondences and confidential documents
- Working within a team to support our lawyers with their day to day support and coverage as well as attending to client requirements including company secretarial services to client;
- Working with our marketing team to prepare credential and capability statements and marketing materials or PPT slides to potential clients, helping to organise clients' events and seminars and attending other business development initiatives;
- General ad hoc tasks as and when required by the lawyers as well as support to other secretarial teams to ensure seamless administrative cover amongst the fee earning groups
Key Skills and Experience
- Experience in an established corporate real estate practice is essential
- Experience with serving partner will be advantageous
- Enthusiastic about providing exceptional client service
- You will have excellent communication skills and high levels of interpersonal skills
- The ability to stay calm under pressure
- The integrity to handle highly confidential information appropriately
- You will of course be organised, conscientious and are highly detail-oriented
- Technically competent, but more importantly you will have the ability to use your initiative to adapt, and think laterally
- Enjoy being a team player, with a flexible and can-do attitude and approach
- Self-motivated and goal focussed, you will enjoy change and variety, and thrive under pressure
- Fluency in both spoken and written English, as well as having Chinese speaking skills
Information for Recruitment Agencies
Withersworldwide endeavours to recruit and fill vacancies directly. However, when we do need to engage with agencies, Withersworldwide operates a preferred supplier list and will not be accepting unsolicited applications from non-PSL agencies for this role.
Equal Opportunities Employment Statement
It is the policy of Withersworldwide to provide equal opportunities for all employees in relation to recruitment, training and promotion. Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of ethnic origin, religion, sex, age, sexual orientation or disability.
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