Office Management Staff

4 weeks ago

Taguig, National Capital Region, Philippines John Clements Consultants, Inc. Full time
We are looking for a highly organized and detail-oriented Office Management Staff to support a law firm's operations. This role requires Japanese proficiency (N1-N2) and involves these responsibilities:

Administrative Support (Office & Facility Management)

-Act as a liaison between the 2 partner firms for office renovations, IT upgrades, and service contracts.

-Ensure compliance with the company's global standards.

-Support cash flow and budget evaluations.

-Coordinate lease terms, including rent, deposit, and insurance.

-Assist in assessing the business impact of lease extensions or relocations, factoring in headcount changes and financial considerations.

Administrative Support (Case Management)

-Draft, review, and proofread engagement letters in English and Japanese.

-Assist in KYC document collection for new clients.

-Manage client communications on invoicing and payments, including bank details, VAT, and payment receipts.

-Coordinate with global offices to ensure accurate billing information.

-Support lawyers with timely data entry and invoice processing.

-Conduct preliminary conflict checks and track accrued legal fees.

-Follow up with clients on outstanding payments.

Alliance Management Support

-Communicate and implement group policies.

-Arrange travel and logistics for visiting staff, including hotel bookings, client meetings, and document preparation.

-Respond to inquiries from Tokyo and other offices.

-Provide administrative support for business trips.

-Translate documents as needed.

-Collect and analyze financial data from 3E to assess business performance and strategy.

Marketing Support

-Enhance the law firm's visibility through newsletters, social media, webinars, and networking, in collaboration with Tokyo's BD team.

-Prepare legal updates, business pitch materials, and internal reports.

Legal Support

-Conduct paralegal tasks, including research on Philippine government regulations and legal trends.

-Proofread legal and non-legal documents.

-Improve formatting and presentation of Word and PowerPoint materials.

Qualifications:

-Proficiency in Japanese (N1-N2 level) and English (both written and spoken).

-Bachelor's degree in Business, Management, Law, or a related field; experience in office administration, legal support, or client management preferred.

-Strong organizational skills, ability to manage office operations, invoicing, and client communications.

-Business-level proficiency in Microsoft Office (Excel, PowerPoint, Word).

-Strong attention to detail, discretion in handling confidential information, and ability to work in a team across different time zones.

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