JONES DAY
Jones Day is a global law firm with 40 offices in major centers of business and finance throughout the world. Covering 19 countries on five continents, our unique governance system fosters an unparalleled level of integration and contributes to our ranking as one of the best in the world in client service.
Reporting: Partner-In-Charge, Singapore Office and Firm Director of Administration
Hours: 9:00 a.m. to 6:00 p.m. from Monday through Friday. From time to time, you may be required to work more than these hours to accomplish the goals and deliverables of your position.
JOB DESCRIPTION
GENERAL SUMMARY
The Office Administrator is responsible for ensuring that the Firm’s lawyers in Singapore have the resources and support necessary to provide excellent service to clients. In collaboration with the Partner-In-Charge, the Office Administrator coordinates all support functions in the office and acts as a liaison with Firm Departments.
Administrative tasks include: providing oversight of support personnel, technology, facilities and office management, vendor management, financial reporting and analysis, budgeting, expense monitoring, billings & collections, accounts payable, internal and external audit responsibility, human resource policies and procedures, payroll and benefits (including statutory reporting), compliance with internal policies and external authorities (including the Ministry of Law, the Legal Services Regulatory Authority and the Ministry of Manpower), recruitment and onboarding, training support and coordination, records management, business development & communications.
The Office Administrator reports directly to the Partner-in-Charge , and receives guidance from the Director of Administration and various Firm Department Directors, to ensure compliance with Firmwide policies and goals, relevant government statutes and regulations.
In addition to general responsibilities described above, the Office Administrator works closely with the lawyers to meet evolving practice needs and budgetary goals for the office. The Office Administrator is expected to establish a positive and respectful work environment, mentor staff members in the performance of their duties, and foster an atmosphere of teamwork and continuous improvement. Above all, the Office Administrator must fulfill the needs of the office in a manner which is consistent with the Firm’s visions and values.
In conjunction with the Partner-in-Charge, develop short and long-term plans and goals for the office, for the local administrative staff and for himself/herself. The Office Administrator must understand the strategic plan for the office and have a strong involvement with practice concerns and organizational development.
JOB REQUIREMENTS
ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES:
- Ability to build credibility and rapport with Partners and other members of the firm at all levels.
- Energetic, enthusiastic ‘can do’ attitude combined with professional confidence.
- Ability to exercise good judgment, be discreet and tactful.
- Strong leadership skills and willingness to function as a role model within the office.
- Strong financial literacy and familiarity with budgeting and financial reporting
- Strong organizational and time management skills, including the ability to organize self and others.
- Demonstrated supervisory and problem solving ability.
- Ability to work independently, take initiative, set priorities, and see projects through completion.
- Ability to meet deadlines and respond to changing priorities.
- Ability to handle many tasks simultaneously.
- Ability to work with a wide range of people in a team setting.
- Knowledge of local employment statutes and regulations.
- Strong service orientation.
- Willingness to work across time zones.
EDUCATIONAL / JOB EXPERIENCE REQUIREMENTS:
- Bachelor’s Degree
- Minimum of 5 years of managerial experience, with increasing responsibility.
- Minimum of 3 years’ experience in a law firm, corporate legal department or professional services industry.
- An excellent level of spoken and written English language to facilitate communication within the office and throughout the Firm.
