Matter Coordinator (FTC - 2 months)

Withers KhattarWong LLP

Job title: Matter Coordinator (FTC – 2 months)

Reporting: Office Manager

Division: Operations

Location: Singapore

About Withers KhattarWong LLP 

Withers KhattarWong LLP, a Singapore law practice, is a member of Withers, and one of Singapore's longest established and largest full-service leading law firms. As one of the largest international law firms in Singapore, clients have access to lawyers who are qualified to practice a wide range of jurisdictions including Singapore, Japan, Philippines, Indonesia, Malaysia, UK and U.S. amongst others. We work closely with our Hong Kong and Tokyo offices to cover the region. 

What are we looking for?

We are looking for an experienced and efficient individual to provide general secretarial support to the Division, with a focus on matter opening, conflict checks and KYC processes.

The ideal candidate will be highly technically capable, meticulous, have a flexible working mind-set and possess excellent communication skills. This position requires someone who is comfortable using their initiatives, is a strong team player and requires minimal supervision to produce quality support to the Division.

File management

• Opening and closing of client matter files
• Facilitate KYC and AML procedures
• Retrieval of physical client matter file
• Assist in editing legal documents and preparing court proceedings, documentation and bundles
• Provide secretarial and administrative support to legal secretaries and fee earners
• Draft simple correspondence and documents
• Handle monthly billing, expenses claims and invoicing matters
• Management of client database (Interaction)
• Arranging courier to deliver documents

Finance and Billing support

• Production of proforma bills and billing guides
• Transfer of time entries and/or disbursements to relevant files
• Collate matter-related expenses / receipts for billing purposes
• Write-off time and disbursements on Elite
• Amend narrations on 3E

Administrative support

• General secretarial support
• Large documents production (greater than 50 pages, eg photocopying, binding, scanning, faxing, printing)
• Production of bundles and bibles
• Assist with ad-hoc administrative duties

Technical skills and qualifications

• GCE O-level standard with experience in law firms
• Computer literacy a must
• Strong interpersonal skills and pleasant personality
• Being able to work in a team

Personal skills and attributes

• Excellent written and verbal communication skills
• Manage and prioritise workload effectively, with the ability to multi-task
• Good technical skills with the ability to adapt, think laterally and apply software to produce the desired documents/outcomes
• Excellent administrative skills; with a keen eye to detail and accuracy, as well as working in an organised and structured fashion
• Logical thinker with good problem-solving skills
• Self-motivated and goal focused, you will enjoy change and variety, and thrive under pressure
• Enjoy being a team player, with a flexible and can-do attitude and approach
• The ability to stay calm and work well under pressure
• Illustrate adaptability and flexibility as and when the team's service offering evolves

About Withers 

A law firm focused on people, performance, and collaboration.

For the past 130 years, we have supported some of the world’s most remarkable people and organizations at defining moments in their lives.

We are united in our commitment to integrity, quality and collaboration. We have a culture of high performance and deliver excellent service consistently across the firm. We provide tailored solutions built on trust and partner with our clients to achieve their goals.

Many of our clients are shaping the future and creating solutions to tackle many of the world’s problems. It makes for a fascinating and challenging practice.

Our role is to get to know each individual client, find out where they want to be, and help them to get there – whether they are building a business, buying a home or protecting and defending their interests.

To meet their unique needs we are exceptionally collaborative, working together across teams and time zones. And we are agile – focusing on strategy rather than rigid ideas and traditional hierarchy.

Join us to be part of a team that is always looking to the future. Where initiative, big ideas and bold moves are always encouraged. Where you can truly be yourself.

Information for Recruitment Agencies

Withers endeavours to recruit and fill vacancies directly. However, when we do need to engage with agencies, Withers operates a preferred supplier list and will not be accepting unsolicited applications from non-PSL agencies for this role.

Equal Opportunities Employment Statement 

It is the policy of Withers to provide equal opportunities for all employees in relation to recruitment, training and promotion. Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of ethnic origin, religion, sex, age, sexual orientation or disability.

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