Operations & Administrative Executive

About the Role

Beyond Legal LLC is looking for a proactive and organised Operations & Administrative Executive to support the firm's daily operations and client experience. This role is ideal for someone who enjoys administration, coordinating multiple tasks, and being the backbone of a professional office.

You will work closely with the Office Manager and legal team to ensure the smooth running of the firm's administrative, operational, and client onboarding processes.

Key Responsibilities

Administration

• Manage incoming telephone calls, emails, and general enquiries.
• Coordinate lawyers' calendars, meetings, and appointments.
• Maintain physical and electronic filing systems, ensuring accurate document management.
• Oversee office supplies, stationery, and pantry inventory.
• Coordinate courier, postal, and document delivery arrangements.
• Assist with general office administration and ad hoc duties.

Client Services

• Coordinate and schedule client appointments.
• Prepare engagement documents, onboarding forms, and new matter opening documentation.
• Open and maintain client files in the firm's internal database and document management system.
• Prepare and issue monthly invoices and statements.
• Monitor timesheet submissions and support the billing process.
• Track payments and follow up on outstanding invoices where required.
• Follow up with clients to obtain outstanding documents and information.
• Welcome clients and visitors, ensuring a professional and positive client experience.

Legal Administration

• Conduct conflict checks prior to opening new matters, when necessary.
• Assist with matter opening and closing procedures.
• Maintain accurate client and matter records.
• Liaise with courts, government agencies, and external service providers on administrative matters.
• Support the legal team with document management and other administrative requirements.

Office Operations

• Support the Office Manager with the day-to-day operations of the firm.
• Assist in implementing and improving office processes and administrative workflows.
• Coordinate office maintenance and liaise with vendors and service providers.
• Support HR and operational initiatives, including onboarding of new employees and interns.
• Assist with firm events, meetings, and internal administrative projects.
• Undertake additional operational and administrative responsibilities as assigned.

Requirements

• Diploma or equivalent qualification in Business Administration or a related field.
• At least 1–3 years of experience in an administrative, operations, or office support role. Experience in a law firm or professional services environment will be an advantage.
• Proficient in Microsoft Office (Word, Excel, Outlook, and PowerPoint).
• Excellent organisational and time management skills with strong attention to detail.
• Strong written and verbal communication skills.
• Able to manage multiple priorities while maintaining accuracy and professionalism.
• Location: Singapore (In-Office)
• Working Hours: Monday to Friday, 9AM to 6PM