全职 Office Secretary 工作, 薪水, D&P Law Group Federal Territory 公司招聘中 - Ricebowl

About the job  

The candidate for this position will be successful if they are able to execute a variety of secretarial duties of a confidential nature. The role involves working closely with lawyers, paralegals, and other members of the firm in supporting a range of administrative functions. No prior legal experience is required, as on-the-job training and ongoing guidance will be provided. 

We are looking for a driven individual with a positive attitude and a strong willingness to learn. The ideal candidate should possess effective time-management and organizational skills, be highly detail-oriented, and be able to manage multiple tasks efficiently in a fast-paced environment.  

Requirements and Qualification  

• Possess at least SPM Certificate or Advanced / Graduate Diploma  
• Proficient in English and Bahasa Malaysia, both written and spoken  
• Proficient in all Microsoft Office tools  
• Preferably 1 year working experience in a secretarial or administrative role  
• Candidates who are driven, have a positive attitude, and are willing to learn, including fresh graduates and individuals with experience in other secretarial or administrative fields, are also warmly encouraged to apply  

Roles and Responsibilities  

Admin & Account  

• Assisting in Administrative and secretarial support, coordination, organizing, follow-up, processing claims, key in office expenses, entry of calendars for meetings and liaise via phone calls or meetings on behalf of matters assigned.  
• Sending and receiving mailings and parcels in the office and handling dispatches for delivery of documents and/or gifts.  
• Arrange and co-ordinate all mail delivery with dispatch, courier, commissioner for oaths and other service providers  
• Arrange and co-ordinate affirmation of documents with commissioner for oaths  
• Establish and maintain a proper filing system to ensure smooth documentation and administration.  
• Managing office supplies including stationery, office equipment, pantry items etc.  
• Maintain and regularly update employee’s record in Bar Council  
• Assisting in oversee office cleaning, refreshment, and housekeeping services  
• Handle staff and partner expenses claim, client payment and ensure timely payment of invoices.  
• Manage incoming calls, emails and messages directed to both Departments and ensure they are properly filtered and attended to.  
• Provide general office administrative assistance and support any additional tasks as assigned by the relevant department or management.  

Corporate/Projects  

• Provide full secretarial and administrative support to the Corporate/Projects Department, including preparation of correspondence, legal documents, and filing of corporate records (both digital and physical).  
• Assist lawyers in formatting, and finalizing corporate/projects documents such as board resolutions, minutes, statutory forms, letters, and other related corporate/projects paperwork.  
• Prepare engagement letters, maintain client files, and ensure all relevant documents are up-to-date in the firm’s databases and tracking systems.  
• Assist in the preparation and issuance of invoices, as well as follow up on outstanding payments.  
• Make necessary calls to the Companies Commission of Malaysia (SSM), government agencies, and other authorities for general or specific enquiries, submissions, or follow-ups.  
• Manage administrative and organizational tasks, including updating calendars, scheduling appointments, coordinating meetings, and ensuring smooth internal communication.  
• Assist with internal administrative matters, including time costs, monthly billings and collections, partners’ claims, preparation of quarterly slide decks for partner meetings, and general team management tasks.  

Dispute Resolution  

• Provide full secretarial support, including preparation and filing of legal correspondence and documents, collecting client information, maintaining databases, compiling digital and physical bundles  
• Assist lawyers with drafting cover letters, standard litigation and conveyancing documents, and e-filing court papers and attending to service of documents  
• Assist in drafting and preparing invoices and following up on payments  
• Assist lawyers in making calls to Courts or relevant government departments for general or specific enquiries or any follow-ups as required  
• Conduct online searches with SSM, Jabatan Insolvensi, Land Office, etc.  

Apply Now by sending your CVs to:  

*************  

*************