Practice Support Coordinator Shanghai Office

Clearance Risk Compliance and Commercial Disciplines

    Proactively supporting the process for inception of new clients and matters including all related conflicts clearance and file opening processes (working with the Firms inception system) ensuring the Firms policies and processes are adhered to. 

    Providing full financial risk and compliance management support from inception through to billing: including (1) conflict clearance/checking of all parties (2) drafting or supporting the finalization of engagement letters in accordance with lawyers instructions (3) supporting the firms commercial discipline initiatives including setting up and maintaining Matter Balance Reports and ensuring fee estimates and phases are included (4) setting up and maintaining security access on sensitive matters in Security Policy Manager (SPM) and ensuring the relevant team members are added (5) setting up and maintaining project email distribution lists (6) setting up iManage site with appropriate folder structure and ensuring all relevant information is included (7) creating and informing the deal team of any time recording rules taking account of and monitoring specific client e-billing rules and sending regular reminders to the deal team amending narratives if required (8) drafting bill letters drafting emails and taking responsibility for sending client matter updates

    Working with Billing team to arrange and attend periodical billing and collections review meetings and proactively preparing and following up on action points with relevant clients partners managing associates other Practice Support Administrators and the billing team

    Raise timely and accurate GMPS bills invoices write-offs for billing teams review. Liaise with the billing team for fapiao and dispatch to clients safely. 

    Proactively managing debt collection processes and procedures working with the matter team and Accounts

    Managing processing and delegating (where appropriate) all matter related expenses and invoices including liaising with Accounts Payable when required

Matter Management and Matter Team Support

    Acting as a point of liaison and support for a matter team including planning assisting with the management of timelines dates and deliverables a Best Delivery Checklist for the matter coordinating and setting up of appointments and conference calls internally and externally with clients and ensuring that all appointments and conference calls are entered into lawyers calendars

    Assist in preparing and drafting letters email correspondence pitch RFP materials and presentation documentation and meeting agendas.  

    Managing beginning-to-end document management processes: amending collating PDFs and renaming proofreading generic blacklining and liaising with specialist CC teams such as DPU Service Centre Legal Support Centre Newcastle as appropriate

    Supporting the identification and execution of KETL opportunities including internal matter reviews.
Calendar Meetings Calls Administration (subject to supported fee earners and business executives)

    Looking after necessary arrangements for meetings and conference calls including liaising with reception and IT for appropriate room bookings and equipment set-up and catering to be served

    Regular internal meetings/trainings arrangement - booking rooms ordering lunches if necessary arrange necessary IT facilities and sending invitations out for the attendees

    Monitoring and managing incoming telephone calls/messages as efficiently as possible.  Taking messages and following up with lawyers to ensure that calls are being responded to.  In periods of lawyers absence effectively transferring calls in accordance with lawyers instructions
Personal Assistance and Correspondence

    Administering and process expense reimbursement in compliance with the Firms expense policies

    Scanning storing submitting and filing I-expenses reports in accordance with accounting teams instruction.

    Other ad hoc personal assistance

    Supporting new joiners / leavers of office / team customs

    Support lawyers as required on updating time recording entries into the Firms systems 
Travel Arrangements / Reservations (subject to supported fee earners and business executives)

    Managing travel and hotel arrangements including booking air tickets and accommodation through the Firms travel agent and arranging visa applications

    Booking taxis

    Restaurant reservation for both internal / external purposes for the team

    Managing ad hoc personal reservations and arrangements

Document Management (subject to supported fee earners and business executives)

In relation to both legal and non-legal documents:
    Transcribing editing and amending legal and other documents including marketing presentations and materials.  Convert compare copy type and proofread the same as necessary ensuring that documents comply with house style

    Identifying when it is appropriate to utilize the services of the Firms DPU in accordance with operational guidelines and policies and liaising with the DPU team in relation to the completion of requests

    Facilitating the scanning photocopying binding printing and fax transmission of documents through the Office Services in accordance with operational guidelines and policies

    Filing and archiving of all clients and office related materials (both in electronic and paper format) for the archiving of closed physical files off-site and maintaining file lists of new current and closed files

    Assisting with good housekeeping of documentation including post-closing administration as required including the set-up and maintenance of the matter document storage site: ensuring deliverables such as share certificates and security are registered preparing bibles ensuring that digital and hard copy versions are available sending out bibles to all parties as required bind originals of large documents make copies of all originals and distribute as needed.

Business Development (if required)

    Updating lawyers CVs and profiles

    Informing BD of the schedules of visiting partners and working with BD on the relevant logistics 

    Provide support as necessary for major events as necessary from time to time
Projects

    Provide support for operational improvement projects as required

Team Coverage

    Providing support to buddies in all aspects of work when buddies are on leave and when there is an overflow of work

Other tasks

    Provide support for other tasks as required by the fee earners and the office manager from time to time.

Qualifications :

    Work experience in a similar or relevant role within a professional services environment
    Intermediate to advanced level of proficiency in Microsoft Word Outlook Excel and PowerPoint
    Native Chinese with excellent English language skills 
    Strong organisation skills and meticulous attention to detail
    A proactive mature and collaborative approach to managing work and relationships within and across teams
 

Additional Information :

Equal opportunities statement

At Clifford Chance we understand that our true asset is our people. Inclusion is good for our team and their families our firm and society.

We are committed to treating all employees and applicants fairly and equally regardless of their gender gender identity and expression marital or civil partnership status race colour national or ethnic origin social or economic background disability religious belief sexual orientation or age.  This applies to recruitment and selection terms and conditions of employment including pay promotion training transfer and every other aspect of employment.

We have a variety of flourishing employee networks. These networks are a place for colleagues to share experiences and advocate for change wherever they see an opportunity for improvement.

Our goal is to deliver an equality of opportunity an equality of aspiration and an equality of experience to everyone who works in our firm. 

Find out more about our inclusive culture here

Remote Work :

No

Employment Type :

Full-time