Office Administrator – Tokyo

THE ROLE

Working proactively as part of our highly collaborative team, the Office Administrator will provide comprehensive administrative support to assigned Partners and fee earners, as well as ad hoc assistance to other colleagues as required.

This is a key role and requires the Office Administrator to be committed to ensuring quality and timely support to the business, be team-orientated with a willingness to provide the highest level of support to colleagues within the Tokyo office.

KEY RESPONSIBILITIES

In this role, the incumbent will provide essential support to the business by enabling our Partners and lawyers to operate efficiently and effectively. The Office Administrator will primarily support our fee-earners in maximising the effectiveness of their practices, while also providing assistance to the Office Manager as required.

Client Service

• coordination and support for assigned fee earners including:
  • travel management, booking transportation, hotels, and producing detailed itineraries;
  • booking of Internal conference room upon request;
• coordinating and support on business development and client liaison initiatives for fee earners, including:
  • updating database information (using InterAction); and
  • assisting with marketing initiatives and events (including occasional support at events e.g. registration desk);
• proactively handling all aspects of expense claims on behalf of assigned fee earners;
• dealing professionally and promptly with clients (internal and external) telephone calls and communications, including calls diverted to the team; and
• travelling to/attending government regulatory bodies and outside offices to receive/send documents.

Technical and Organisational Skills

• managing the end-to-end billing process, ensuring bills are prepared and sent in a timely manner. This includes:
  • working with assigned partners/fee earners to initiate billing processing;
  • perform accurate data entry;
  • double check fees/disbursements amounts/Japan Consumption Tax and Withholding Tax are all correct; and
  • liaising with colleagues in the accounts team to coordinate specific billing requests for the Tokyo office (i.e. payor name, currency, fee amount, etc as well as other billing queries.
• all aspects of document production including copying, scanning, typing, formatting documents, drafting bible indexes, creating correspondence, pitches and presentations for client meetings and business development events;
• entering and ensuring proper filing management of client data/information into the firm’s software programmes including InterAction, Outlook and iManage;
• coordinating the opening of new client matters and assisting with Anti-Money Laundering, Know-Your-Client processes, undertaking as much research as possible before passing over to the Partner for approval; and
• responding to emails as necessary and prioritising correspondence to enable fee earners to focus on urgent matters.

Office Administration

• assist Office Manager with administrative, facilities, IT and client services;
• assist Office Manager in maintaining office premises, including pantry and meeting room;
• responsible for answering general office phone and answering office door to vendors;
• responsible for arranging incoming/outgoing mails by courier service and mail;
• any secretarial tasks and duties upon instruction from Office Manager; and
• assist Office Manager to coordinate seminar logistics (booking venue, catering, etc.).

SKILLS & EXPERIENCE

Success in this role requires the incumbent to demonstrate the following skills, experience and attributes:

• work experience in a law firm as a secretary or in an administrative/support role in a major financial institution would be an advantage;
• excellent knowledge and expert user in computer software, especially in:
  • MS Office suite including Word, Excel, PowerPoint and Outlook; and
  • accounting/billing systems as well as CRM database/s and document management system/s;
• clear and professional communicator (both written and spoken), with native‑level Japanese and strong proficiency in English language skills;
• highly organised, able to demonstrate the ability to prioritise multiple tasks and able to ask for help when required;
• strong attention to detail, with the ability to produce accurate work and spot errors or inconsistencies; and
• proactive and flexible approach to supporting others, especially where tasks are outside of the normal day to day duties.

THE FIRM

Watson Farley & Williams (“WFW”) is a sector-focussed international law firm with extensive expertise and industry insight across its core sectors of energy, infrastructure and transport. Through its network of 19 offices, the firm advises clients on complex, high-value transactions and disputes – matters requiring precise legal execution and a nuanced understanding of global market dynamics.

Our success is driven by our people. WFW fosters a collaborative, inclusive and supportive environment where everyone can grow, share ideas and make an impact.

Guided by our values of ‘We are Experts  |  We are United  |  We Care’, WFW firm delivers exceptional service through strong relationships and teamwork.

In addition, WFW is committed to clear career paths, championing diversity and investing in its people so they can thrive.

ADDITIONAL INFORMATION

The Firm promotes a culture of agility and flexibility and is fully supportive of flexible working arrangements where these can be accommodated.

Diversity and inclusion are integral to the firm’s strategy and underpin its efforts to attract and retain top talent. All employment decisions are made objectively, based on merit and ability and the firm is committed to inclusive and barrier-free recruitment. As a Disability Confident employer, WFW welcomes adjustments for candidates with disabilities or long-term health conditions. If you require adjustments during any stage of our recruitment process, please contact a member of our APAC Human Resources team:

• Jody Blewitt, Head of HR APAC;
• Claire Brockington, Senior HR Manager; and
• Rebecca Pang, HR Advisor.