Corporate Compliance Services (CCS) Admin Coordinator

HHP Law Firm is one of the leading law firms in Indonesia. With more than three decades of local experience, our lawyers provide sophisticated advice on corporate and commercial transactions across a broad range of industries to help our clients execute even the most challenging deals.

We currently need a business professional to join the Firm to assist the Corporate Compliance Services (CCS) team with administrative duties and help maintain the standards of excellence for which we are known.

Responsibilities:

Administrative Duties:

• Assist in managing your direct supervisor’s and CCS team time in meeting deadlines
• Handle CCS team routine admin correspondence and follow up on incoming and outgoing email, letters and photocopy.
• Arrange CCS team appointments
• Maintain the direct supervisor's agenda/calendar on a daily basis
• Follow up on requests from CCS team clients (external and internal)
• Organize the CCS team office on a daily basis
• Work closely with other Secretaries, Lawyers, Librarians, Paralegals and other office personnel in dealing with your CCS team work as necessary
• Make business travel arrangements and liaise with related parties, in order to manage transportation, accommodation, expenses and others
• Arrange and coordinate meetings, including the preparation of meeting materials and logistics
• Perform other administrative duties as required

Filing Duties:

• Establish and maintain an organized filing system
• Deliver original documents to third parties, e.g., clients and notaries
• Maintain the files and keep them up to date at all times
• Liaise with other Secretaries, Lawyers and others in connection with client files
• Organize the registration/opening of “new client” files
• Organize the registration/opening of "new matter" files
• Update law subscription binders on a regular basis

Typing Duties:

• Type letters, faxes or other documents
• Proofread typed and corrected documents before submitting them to the Lawyers

Timesheet maintenance, billing and collections:

• Monitor CCS team time sheets on a daily basis
• Liaise with the Billing team and other secretaries in connection with the coordination of time sheets as necessary
• Assist in reviewing prebills and invoices and assist in collections
• Collaborate with the Billing team and other secretaries so that invoices can be issued in a timely manner
• Manage and process disbursements from third parties, including following-up closely with the relevant third parties so that disbursements could be processed in a timely manner
• Manage petty cash of CCS team

Qualifications:

• A Secretarial Diploma or equivalent, with a minimum of seven years' experience
• Previous experience in a similar industry will be an advantage
• Ability to work well with other people and willingness to help out
• Ability to coordinate among people and various departments
• Good communication skills in English and Bahasa (verbal and written)
• Ability to proofread written material with a high degree of accuracy and minimal supervision
• Adequate computer skills and ability to perform a variety of tasks at relatively short notice
• Professional demeanor, self-motivated and enthusiastic with requisite drive and energy

To apply, please submit an application letter in English along with:

• A Curriculum Vitae that includes a color photo, latest address, phone numbers (home and mobile) and email address.
• A soft copy of your permanent academic record, certificate of degree and relevant certificates will be requested upon the interview session.

Only qualified candidates based on the sole discretion of HHP will receive a reply and be invited for written tests and interviews.