Office Management Staff (Japanese N1-N2 Required)

Taguig, National Capital Region

Posted 4 days ago


Company:: John Clements Consultants, Inc.
Company Description:: John Clements Consultants, the pioneer in Executive Search since 1974, has played a significant role in transforming thousands of Filipino and other Southeast Asian professionals into extraordinary leaders. Forty-nine years later, John Clements continues to offer superior services that included recruitment (from non-managerial to C-level positions), large scale staffing, RPO, outsourced staffing, overseas recruitment, leadership development training with digital learning platforms, 360-degree assessment and coaching all specially designed for our partners’ needs. Keeping ahead of the game in digitalization, we also invested in AI and Data Science. Working with CrossKnowledge, a global leader in digital learning solutions, and Zenger Folkman, enables John Clements to offer world-class talent development programs that elevate the leadership capabilities of professionals, transforming them into extraordinary leaders of change. Our “deep purpose” as a company is to build our country, uplift the lives of Filipinos, and develop successful leaders.
Contract Type:: Full Time
Experience Required:: 5 to 10 years
Education Level:: Bachelor’s Degree
Number of vacancies:: 1

Job Description

We are looking for a highly organized and detail-oriented Office Management Staff to support a law firm’s operations. This role requires Japanese proficiency (N1-N2) and involves these responsibilities:

Administrative Support (Office & Facility Management)
-Act as a liaison between the 2 partner firms for office renovations, IT upgrades, and service contracts.
-Ensure compliance with the company's global standards.
-Support cash flow and budget evaluations.
-Coordinate lease terms, including rent, deposit, and insurance.
-Assist in assessing the business impact of lease extensions or relocations, factoring in headcount changes and financial considerations.

Administrative Support (Case Management)
-Draft, review, and proofread engagement letters in English and Japanese.
-Assist in KYC document collection for new clients.
-Manage client communications on invoicing and payments, including bank details, VAT, and payment receipts.
-Coordinate with global offices to ensure accurate billing information.
-Support lawyers with timely data entry and invoice processing.
-Conduct preliminary conflict checks and track accrued legal fees.
-Follow up with clients on outstanding payments.

Alliance Management Support
-Communicate and implement group policies.
-Arrange travel and logistics for visiting staff, including hotel bookings, client meetings, and document preparation.
-Respond to inquiries from Tokyo and other offices.
-Provide administrative support for business trips.
-Translate documents as needed.
-Collect and analyze financial data from 3E to assess business performance and strategy.

Marketing Support
-Enhance the law firm's visibility through newsletters, social media, webinars, and networking, in collaboration with Tokyo’s BD team.
-Prepare legal updates, business pitch materials, and internal reports.

Legal Support
-Conduct paralegal tasks, including research on Philippine government regulations and legal trends.
-Proofread legal and non-legal documents.
-Improve formatting and presentation of Word and PowerPoint materials.

Qualifications:
-Proficiency in Japanese (N1-N2 level) and English (both written and spoken).
-Bachelor’s degree in Business, Management, Law, or a related field; experience in office administration, legal support, or client management preferred.
-Strong organizational skills, ability to manage office operations, invoicing, and client communications.
-Business-level proficiency in Microsoft Office (Excel, PowerPoint, Word).
-Strong attention to detail, discretion in handling confidential information, and ability to work in a team across different time zones.