Office Coordinator - Beijing

We are looking for an Office Coordinator to support our CMS Beijing office. CMS is the future facing law firm known for its collaborative culture, innovation and entrepreneurial spirit.

The role is responsible for the effective day-to-day operation of the office, covering facilities, office administration, local finance processes and people administration.

Responsibilities:

Office assistant

• •Assist day-to-day office operations, facilities, workspace and meeting-room readiness.
• •Monitor pantry, stationery, paper and other consumables and arrange replenishment.
• •Coordinate suppliers, property management, office maintenance, IT support, office equipment and consumables.
• •Support office lease, insurance, licences, health & safety and other compliance requirements when required.
• •Liaise with Central Facilities and Operations teams on premises, infrastructure and operational initiatives.
• •Maintain team information – updated contact, business card and team attendance.
• •Support intern recruitment, onboarding, HR administration, training and office-working arrangements.
• •Coordinate internal meetings, team activities, team celebrations (birthday & anniversary) , wellbeing and DEIB initiatives.
• •Coordinate visitor reception, meetings, travel and related office logistics.
• •Support client, internal and cross-office events and senior regional/international visitors.
• •Coordinate Beijing CSR, sustainability, charity, social-impact initiatives and social media follow-up.
• •Manage related logistics, communications, records and stakeholder coordination.
• •Protect confidential information and route requests to the correct internal teams.
• •Assist finance team in preparing required billing collection documents
• •Ad-hoc work

Partner and executive support (PA & Legal Secretary)

• •Provide dedicated day-to-day support to the Beijing partner
• •Manage calendar entries, meeting coordination, reminders and scheduling conflicts.
• •Arrange business travel, registrations, hotels, transport and travel-related follow-up.
• •Coordinate professional memberships, external event invitations and registrations.
• •Assist with time recording for Partner and follow up on entry issues.
• •Prepare short weekly briefings and ensure relevant information reaches the partner promptly.
• •Coordinate conflict checks and new matter openings, including CDD clearance.
• •Draft first versions of retainer letters and coordinate partner/fee-earner review.
• •Ad-hoc work

Systems for records and information management

Use Outlook, Teams, OneDrive, iManage (Work 10), Bridge, Elite 3E, ARCS3, Carpe Diem and Workday-related processes as appropriate.

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What’s in it for you?

As a future facing firm, we take a bold, dynamic and agile approach to help clients of every size face the future with confidence. We empower and support our people to realise their ambitions through access to high quality, interesting and engaging work alongside a competitive package.

Please note that we have a preferred agency panel in place. Only applications submitted via the portal at the point of instruction will be accepted.