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 Firm's inception system) ensuring the Firm's 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 firm's 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 team's 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 Firm's expense policies

•    Scanning, storing, submitting and filing I-expenses reports in accordance with accounting team's 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 Firm's 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 Firm's 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 Firm's 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.