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Operational Management
- Oversee daily firm operations, including facilities management, IT support, and office administration.
- Develop, implement, and improve operational systems and workflows for greater efficiency.
- Manage office equipment, supplies, and maintenance needs.
- Supervise front desk operations, including client reception and call management.
Staff and Human Resources Management
- Lead and supervise administrative staff (clerks, secretaries, and support teams).
- Coordinate hiring, onboarding, and training processes for new employees.
- Monitor staff performance, conduct reviews, and resolve employee concerns or conflicts.
- Ensure compliance with company policies, labor laws, and health & safety regulations.
Financial and Resource Management
- Oversee the firm’s operational budget, office expenses, and resource allocation.
- Track, manage, and report expenses to senior management or partners.
- Coordinate with accounting teams to process payroll, billing, and vendor payments accurately.
Legal Practice Support
- Assist lawyers and partners in managing legal documentation workflows and deadlines.
- Ensure proper maintenance and secure storage of confidential legal files and records.
- Monitor office processes to ensure deadlines and court requirements are met efficiently.
Client and Partner Relationships
- Manage client relations professionally to maintain high satisfaction levels.
- Schedule meetings, appointments, and legal proceedings for the team.
- Handle escalated issues involving clients, suppliers, or external partners.
Strategic and Leadership Support
- Develop and implement office policies and procedures.
- Assist partners in planning and executing firm-wide initiatives and growth strategies.
- Prepare and deliver reports on operational performance, key metrics, and improvements.
- Promote a professional and positive work environment for all employees.
Education
- Ability to speak and write in Mandarin and English fluently.
- Bachelor’s Degree in Business Administration, Office Management, or a related field.
Experience
- Minimum 2-5 years of experience in office management.
- Preferably within a legal firm or professional services industry.
Skills
- Strong leadership and team management abilities.
- Excellent organizational and multitasking skills.
- Proficiency in office software (Microsoft Office Suite, Office 365, or legal management software).
- Financial acumen for managing budgets and office expenses.
- Ability to handle sensitive information with confidentiality and professionalism.
- Effective communication and problem-solving skills.
Additional Qualities
- Familiarity with legal processes, court documentation, and case management systems.
- Strong attention to detail and a deadline-driven mindset.
Working Conditions
- Contract basis.
- Office-based role at [Insert Office Address].
- Occasionally required to work outside normal hours to meet deadlines or handle emergencies.
- Work location: Kuala Lumpur
- EPF / SOCSO.
- Annual Leave.
- Medical and Hospitalisation Leave.
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