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Team Administrator

2 weeks ago

Singapore Stephenson Harwood LLC Full time

What we will offer:
We will offer you a place where you can be yourself and where there are no limits on what you can achieve. With us, you can take ownership of your career and have honest conversations throughout. You would join an ambitious firm with a clear strategy for profitable growth where you can get early responsibility and early involvement in growing the business. Here you can expect a competitive and fair reward as well as recognition based on all round performance. This forms part of our internal promise to you, The Deal, between the firm and its employees.

Team Structure:
This role is working within our Shipping and Offshore Finance team. Stephenson Harwood has been established in Asia since 1979. We have a leading shipping and offshore finance practice. Our award-winning shipping and offshore finance team is one of the largest in Asia and ranked in Chambers Asia Pacific and Asia Pacific Legal 500.

Main Responsibilities:
The role is for a proactive Team Administrator who will operate successfully in a pressurised and fast paced environment. The ability to embrace a team-working approach, collaborating with fee earners, secretaries, and business services teams alike and build effective relationships are key to the success of the role.

As support may be required in more than one practice area, a flexible and adaptable attitude is essential, as is the ability to support change within the business.

**Document and File Management**
- Proactively delegating document production and dictation transcription to appropriate resource, providing appropriate timeframes for work
- Maintaining filing systems (both paper and electronic), actively filing documents appropriately within Filesite (ensuring compliance with the SH naming conventions policy)
- Print/PDF and prepare engrossment documents ready for dating and signature/e-signature
- Convert, merge, split, delete, compare and redact pdf documents
- Taking responsibility for printing, scanning, photocopying, bundle and bible preparation (electronic and hard copy).
- Create front sheet and spine labels for document folders
- Managing data rooms, to include creating, uploading/downloading documents
- Creating deeds pack and scheduling the same

**Administration**
- Assist PAs with billing matters (collating copies of disbursements, amending narratives, running pre-bills and WIP reports, etc)
- Scan, file and update Intapp with all delivered bills
- Maintain the Stephenson Harwood clear desk policy and ensure communal areas remain clear
- Complete fee earner expenses in a timely fashion
- Perform conflict searches, assist with opening new matters
- Assist fee earners with time recording (where requested)
- Provide various admin support to our business service teams including assistance with project work
- Manage and arrange courier duties

**Client Service**
- Build strong and effective relationships with, and develop and maintain a comprehensive knowledge of, internal and external clients and their teams
- Update client database with business cards and contact details, add/delete contacts from marketing lists
- Assist with events and other BD related activities (including maintaining attendee lists, creating badges and managing badge desk)
- Updating client and department information on Quest
- Support additional team members and colleagues as and when required
- Identify and facilitate knowledge sharing within peer group and wider team
- Assisting with meeting arrangement and diary appointments
- Collating and preparing information for meetings, circulating agendas and minutes if appropriate
- Arrange point to point travel bookings (hotel, taxi, flights), producing itineraries and ordering currency where appropriate
- Provide support for any overseas colleagues visiting the London Office

Attributes/Skills Required:

- Diploma or equivalent with minimum 2 to 3 years' office environment experience
- Proficient in Microsoft Office, with aptitude to learn new software and systems
- Confident and professional manner with the ability to build strong relationships with colleagues and clients
- Able to multi-task efficiently, whilst maintaining strong quality of work, meticulous attention to detail and keeping to tight deadlines
- Confident to work independently and efficiently on activities in which instructions, practices, and procedures may require some interpretation
- Anticipate and identify potential problems and provide innovative solutions
- A thorough understanding of working in a professional, service driven environment and stakeholder/client/business confidentiality

This job description is indicative only and does not represent an exhaustive list of responsibilities. The firm reserves the right to alter or change the responsibilities at any time, in line with the firm's strategy and business needs.

About the Firm:
With 8 offices worldwide and with our headquarters based in London, Stephenson Harwood is a law firm where our people are committe