Description
We are seeking a Client Services Assistant to support the efficient day-to-day operation of our Shenzhen office.
The successful candidate will be a highly organised and proactive professional who serves as a key local resource within the Shenzhen office, working closely with lawyers, business services teams, and external stakeholders.
Key Responsibilities:
Office Facilities & Inventory Management
- Act as the primary local owner for operational, workplace, and compliance matters within the Shenzhen office.
- Work collaboratively with regional teams to support the effective day-to-day operation of the office.
- Oversee the day-to-day operation and maintenance of the Shenzhen office.
- Coordinate repairs, preventative maintenance, and facilities-related projects.
- Monitor vendor performance and ensure services are delivered in accordance with agreed standards and budgets.
- Manage the procurement, inventory, and replenishment of office supplies.
Client Services & Reception
- Act as the first point of contact for clients and visitors.
- Manage meeting rooms, video conferencing, and hospitality arrangements.
- Handle calls, enquiries, and messages.
- Coordinate domestic and international courier services.
Office Events and Local Logistics Support
- Coordinate internal and external events.
- Arrange catering, transportation, accommodation, and meeting facilities.
Health, Safety, and Office Security
- Maintain local ownership of workplace health and safety compliance.
- Coordinate office safety inspections and risk assessments.
- Act as the local point of contact during workplace incidents.
Accommodation and Relocation Support
- Coordinate the leasing, renewal, and termination of residential accommodation for lawyers and visiting employees.
- Liaise with landlords, property agents, and building management offices.
Office Licence Renewals, Work Permit, and Residence Permit Administration
- Maintain ownership and the timely renewal of office licences and registrations.
- Coordinate work permit, residence permit, and visa applications.
Financial Administration
- Process day-to-day invoices and expense-related documentation.
- Liaise with Finance, external vendors, and service providers.
Requirements:
- Experience in administration office management within a professional services environment.
- Strong organisational and project coordination skills.
- Excellent communication and stakeholder management skills.
- Strong attention to detail and ability to work independently.
- Fluent written and spoken English and Mandarin.