Legal Secretary (Construction)
Posting Date : 03 Aug 2022 | Close Date :02 Sep 2022
 


A secretarial role supporting partners and associates within the Singapore Construction Group, providing support with all administrative tasks including management of client files, management of billing and financial activities, client relationship and business development coordination, diary and travel management and document production.

The Legal Secretary provides dedicated support to a range of fee earners (usually between 3-5 lawyers) with all administrative tasks including but not limited to: management of client files, billing and financial activities, client relationship and business development coordination, diary and travel management and document production.

Working as part of a broader secretarial support team and reporting to a Secretarial Team Leader (STL) the Legal Secretary is flexible, committed to working with others as part of a high-performing team, and passionate about providing a high-quality, timely legal support service.

 

Responsibilities

·        Providing secretarial and administrative support in defendant insurance practice area as required

·        Answering and filtering telephone calls: liaising with external and internal clients and their secretaries; monitoring voicemail; dealing with queries and relaying messages

·        Incoming correspondence: checking emails; opening/distributing post; dealing with mail-related queries; distributing as required; electronically scanning and saving post items to document management system

·        Outgoing correspondence: sending emails; organising mail to ensure it is ready for the appropriate collection times

·        Photocopying/printing: photocopying, scanning, and maintaining paper files; printing documents from email/disk/USB; preparing bundles/files

·        Client filing: maintaining electronic client files; indexing; trial bundles; archiving including arranging collections and retrievals from the off-site archive company

·        Communication: always maintaining open and appropriate communication lines with internal and external clients to ensure the firm's needs are met; work cohesively with secretaries and admin assistants from other regions

·        Prioritisation: managing and prioritising own workload to ensure work is turned around within agreed deadlines and timeframes

·        Excel Spreadsheet management; input; logging; merging and reporting the data as required

·        Billing: general billing administration process as directed. This may include but is not limited to, preparing, and reviewing draft bills, and associated correspondence

·        Financial Administration: dealing with disbursement bills and processing third party invoices; preparing and processing expenses claim forms and dealing with cheque requisitions

·        E-litigation: filing of court documents, unpack court documents from e-litigation portal and circulate, checking and keeping track of hearing dates, cause book searches

·        Potential to cover receptionist when needed

·        Other related duties as required

 

Requirements

·        Proven legal secretary experience (up to and exceeding 5 years)

·        Ideally a recognised secretarial qualification with good academics

·        Accurate typing (minimum speed 60 wpm)

·        MS Office skills (Outlook, Word, Excel and PowerPoint)

·        Experience of digital dictation

·        Excellent spelling and grammar

·        Knowledge of legal terminology

·        Attention to detail with a high level of accuracy

·        Ability to prioritise own workload to meet agreed deadlines

·        Excellent organisational skills

·        Excellent communication skills

·        High level of initiative and pro-activity

·        Ability to be calm and retain a professional attitude under pressure

·        Flexible and committed

·        Positive attitude

·        Team player.

 

*In addition to any Partner reporting lines, all Legal Support staff report to a Secretarial Team Leader.

 

 


Sub Specialization : Legal;Secretarial
Type of Employment : Permanent
Minimum Experience : 5
Work Location : Singapore
   
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