Job Description

DFDL was established in 1994 and founded on a unique vision: to create an integrated legal and tax advisory \xef\xac\x81rm, with in-depth knowledge of the developing jurisdictions in which we are based. Our dedicated professionals exhibit the acumen and insight necessary to assist you in navigating the legal and tax complexities and challenges. Drawing on a wide-ranging industry experience and finely tuned local knowledge in countries we operate in, we strive to provide concise, commercially focused and innovative advice, staying true to our original motto: \xe2\x80\x9cOne Region. One Firm\xe2\x80\x9d.

DFDL has 12 offices including collaborating firms, in Bangladesh, Cambodia, Indonesia, Lao PDR, Malaysia, Myanmar, Philippines, Singapore, Thailand and Vietnam.

As a full-service firm, DFDL provides legal and tax services across a variety of industry sectors. To better serve our clients\xe2\x80\x99 business needs, we have also organized our expertise into the following practice groups:

• Anti-Trust and Competition
• Aviation and Logistics
• Banking and Finance
• Compliance and Investigations
• Corporate, Mergers and Acquisitions
• Dispute Resolution
• Employment
• Energy, Natural Resources and Infrastructure
• Investment Funds
• Real Estate and Hospitality
• Restructuring
• Tax and Transfer Pricing
• Technology, Media and Telecoms

Position

We are seeking a highly organized and skilled individual to fulfill the role of Legal Secretary and Administrative Coordinator at our Singapore office. The successful candidate will be responsible for a wide range of general administrative, accounting and finance management, human resources support, and documentation management coordination. This is a key role in ensuring the smooth functioning of our office and supporting our legal team in delivering exceptional services to our clients.

Reports to:

Managing Director

Key external relationships:

Clients, Potential Clients, Local Authorities, Chambers of Commerce, Business Associations, etc.

Key internal relationships:

Partners, Directors, Advisers, Office Manager and other key internal stakeholders.

Salary range:

Competitive, Commensurate with Experience and Qualifications.

Position type:

Full Time

Applicants eligible:

Local Residents

Location:

Singapore

Primary Responsibilities of the role

The following are the key duties and responsibilities that will be expected of you as a Legal Corporate Secretary within the Firm:

I. General Administrative Duties:

Facilities Management:

• Manage timely rental payments and negotiate leases with the landlord.
• Coordinate with telecommunications/internet suppliers for efficient services.
• Ensure a well-maintained and organized office space with necessary supplies and equipment.
• Manage access cards/keys and maintain relations with suppliers.
• Oversee the maintenance and cleanliness of the office premises.
• Implement safekeeping measures for sensitive materials.

Act as Official Liaison:

• Communicate holidays and office closures to the regional office.
• Provide support to visiting DFDL staff and clients, including transportation and accommodation coordination.
• Assist in regional initiatives requiring local intervention.

Local Promotional/Marketing Support:

• Coordinate business cards for employees.
• Manage displays and promotional materials.
• Support local events and reservations.

Compliance Requirements:

• Ensure all local permits, registrations, and legal/regulatory requirements are obtained and renewed.
• Maintain and organize relevant documents related to compliance.

II. Accounting and Finance Management:

Purchase Officer:

• Ensure all purchases comply with procurement guidelines.
• Track and account for all purchases, including fixed assets.

Safekeeping of Confidential Information:

• Safeguard sensitive documents, financial reports, payroll reports, etc.

III. Assistance to Human Resources Management:

Administration of Compensation and Benefits:

• Manage bonus, salary increase, vacation, and holiday tracking.

Maintenance of Employee Files:

• Organize employment contracts, reviews, confidentiality agreements, etc.

General HR Resources:

• Keep HR-related documents and resources up-to-date.

Payroll File Management and Regulatory Filings:

• Handle work permits, PIT, CPF, and payroll reconciliation.

IV. Documentation Management Coordination and Support:

Keep Up-to-date with Legal Documents:

• Be aware of and update legal staff on relevant reference documents and precedents.

Manage Client Documentation:

• Implement the client records policy and guidelines.

Requirements

Essential skills & proficiency

• Proven experience in legal secretarial and office management roles.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficient in accounting and finance management.
• Knowledge of local regulations and compliance requirements.
• Familiarity with HR administration and documentation management.
• Attention to detail and accuracy in financial and legal matters.
• Ability to work independently and as part of a team.
• Proficiency in relevant software and tools.

Join our dynamic team and contribute to the success of our legal practice while ensuring efficient office operations. Apply now to be considered for this exciting opportunity.

Applications should include a curriculum vitae or resume, accompanied by a covering letter outlining the candidate\xe2\x80\x99s interest in and suitability for the position.

All applications and expressions of interest will be treated confidentially and reviewed only by DFDL Senior Management and the Human Resources team.

Please note that this position is open until filled. Applications will be reviewed and processed on a rolling basis and only shortlisted candidates will be contacted.

DFDL