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