[Company / Industry] Global Law Firm / Legal
[Position] Office Manager / Admin Officer
[Function] Operations / Administration
[Reporting Line] Representative Legal Partner, Korea
[Employment Type] Permanent
[Consultant in charge] Simon S. Kim
Global law firm advising many of the world's leading corporations and orgnizations
Direct and manage business services personnel involved in the operations of the office, including finance, technology and marketing and communications.
Serve as key contact for vendors, landlord, etc., working with OMP and others on negotiating contracts as necessary.
Work with the firm’s security advisors to ensure that appropriate safety measures are in place and communicated to the office in order to protect the firm’s personnel, information and reputation.
Recommend, implement and monitor best practice approaches to office management to provide the highest quality service to lawyers and staff in the most cost effective way.
Organize, manage and make recommendations for all business services hires, annual salaries and bonuses, in close liaison with OMP, Director of HR, Asia, Head, Global Office Administration and relevant functional area heads.
Work with the OMP to ensure that appropriate business, visa and local statutory filings are made promptly and correctly. Arrange for the appropriate work permits for attorneys and other employees assigned to the office.
Ensure that the office is in compliance with local labour tax, and business regulation and that attorneys are compliant with local bar regulations.
[Fiscal Oversight and Controls]
Review vendor invoices and expense reports to ensure that payments are performed timely and in compliance with both firm and local guidelines; ensure there are adequate internal controls within the office.
Maintain petty cash fund and reconcile on a monthly basis.
Prepare month-end reconciliations for all firm-related bank accounts and balance sheet accounts; prepare monthly financial package for OMP’s approval.
Prepare monthly payroll for all locally paid employees. Ensure that appropriate employee income tax filings are made promptly and correctly.
Review tax filing materials as calculated by local E&Y tax team.
Work closely with E&Y audit team to ensure that the firm’s practice license is renewed.
Prepare the annual office budget, including business services headcount and salaries, operating expenses, client charge-backs, headcounts, and capital expenditures; prepare monthly variance reports; monitor and control spending throughout the year.
Review unbilled time and accounts receivable with partners and their assistants, and proactively develop processes to improve billing and collection efficiency.
Maintain strong relationships and interact on a regular basis with the financial services department, including the firm’s Chief Financial Officer, to ensure complete communication regarding the finances of the office. Participate in regional finance calls and meetings.
[Policies, Procedures and Communications]
Serve as focal point for questions concerning firm and office policies and procedures:
Provide front line support on HR-related matters (e.g., advice, counseling, grievance and disciplinary actions, etc.) working closely with the Director of HR, Asia; work with global and/or regional HR leaders as required on projects and operations as directed.
Collaborate with the regional HR team to ensure that accurate and up-to-date employee information, including salaries, is reflected in the firm’s HR system.
Make decisions as to interpretation or institution of local policies and procedures, conferring with OMP and HR as necessary.
Send out local office emails, notes, announcements, updates, etc.
As a member of the global team, maintain relationships with persons in global departments and other offices to provide open communications and support, help problem solve, and assist on global, regional or office projects.
Prepare travel arrangements, including flight and hotel bookings, local transportation and meeting agendas for partner/ associate.
Prepare billings for partner approval and follow-up with clients regarding payment.
Input diaries into InTapp; prepare current assignment sheets. Prepare and submit weekly expense reports using Chrome River.
Request conflict checks, open new client matters and submit electronic approvals, as needed.
Assist partner/ associate on creating/ editing documents and filing etc.
Provide backup assistance to other attorneys in the office.
Greet and welcome guests, direct visitors to the appropriate person and office
Answer, screen and forward incoming phone calls
Ensure reception area is tidy and presentable, with all necessary stationery and material
Receive, sort and distribute daily mail/ deliveries
Perform other clerical duties such as filing, photocopying etc.
Native Korean Speaker
Strong leadership and management skills with the ability to inspire confidence and trust; team-oriented and proactive
Flexibility; able to change direction quickly to meet the dynamic needs of the office, firm and clients
Ability to multitask and prioritize
Ability to delegate and follow-up as appropriate
Excellent written and verbal communication skills; fluency in English and Korean
High degree of emotional intelligence
Detail-oriented and possess an organized approach to problem solving
Proficiency in Microsoft Outlook, Word and Excel; ability to learn and use new software applications and tools
Knowledge of local tax, labor and business laws and regulations
Knowledge of local bar requirements and understanding of social insurance regulations
Law Firm experience is a must
If you are interested, please contact firstname.lastname@example.org +82-2-6123-0100