Key Responsibilities 

Administrative 

• Assisting with client/matter onboarding and running conflict checks via Intapp. 
• Assisting EAs and fee-earners with the billing process: reviewing and checking WIP status, producing draft bills; updating prebills on expert billing; producing and amending narratives; preparing bills for sending to the client under instructions of EAs and fee-earners. 
• Arranging any internal or external meetings as required by EAs and fee-earners, ensuring all arrangements are made including room booking, all necessary catering or technology requests are made, and calendar invites have been sent or updated.
• Arranging client and office payments and transfers, assisting with the review of client balances.
• Assisting with BD events and activities, including updating contacts on InterActions, preparing name badges and providing support as needed. 
• Ensuring any expense claims are submitted accurately and in a timely manner and in accordance with the firm's requirements.
• Working effectively and collaboratively with EAs and fee-earners, liaising proactively with business services teams as required and using initiative to resolve issues as they arise.
• Other ad-hoc admin tasks for EAs and fee-earners, responding to requests promptly, communicating and managing deadlines to ensure expectations and deadlines are met.

Matter Work

• Handling and arranging local and overseas couriers in a proper manner.
• Liaising with local messengers to arrange for filing with Hong Kong Companies Registry and Shipping Registry with the deadline as instructed by EAs and fee-earners.
• Conducting online public searches, such as company searches, winding-up searches and vessel searches.
• Preparing documentation (including USB bibles) for ship finance transactions with high attention to detail and quality.  
• Producing correspondence and documents appropriately for sending out in accordance with EAs and fee-earners' instructions.
• Ensuring all files are saved electronically to the document management system promptly and all original documents archived in accordance with the Records Management policy and procedure.

Key Requirements

• Excellent academic background
• Advanced Microsoft Office skills
• Commercial and financial acumen
• A thorough understanding of working in a professional, service driven environment and stakeholder/client/business confidentiality
• Confident and professional manner with the ability to build strong relationship with fee earners and clients
• Excellent communication skills and ability to interact at all levels
• Collaborative and supportive of the business and its initiatives
• Adaptable and open to change showing a willingness and confidence to make suggestions for change where appropriate
• Strong organisational skills and excellent attention to detail
• Ability to remain proactive and flexible at all times
• Reliable, hardworking, work to tight deadlines and have the ability to remain calm when under pressure
• Anticipate and identify potential problem and provide innovative solutions
• A strong team player