We are looking to add an Admin, Office & Case Support Executive / Manager to join our growing Criminal Defence and Family Law practice.
This is a dynamic and multifaceted role for someone who enjoys client communication, organisation, problem-solving, and improving how work gets done.
You will serve as a key point of contact for clients, coordinate case-related communications and updates, support lawyers with case management and administrative matters, and help the firm leverage technology and AI tools to improve productivity and client service.
This role is ideal for someone who enjoys taking ownership, keeping things organised, finding solutions, and ensuring no important details fall through the cracks.
RESPONSIBILITIES
Administration & Office Management
- Manage file-opening procedures, conflict checks and client onboarding processes
- Prepare invoices, receipts and payment records
- Track bills, expenses and administrative documentation
- Maintain office filing systems, databases and records
- Coordinate office supplies, equipment and general administrative requirements
- Manage calendars, appointments, scheduling and meeting logistics
- Use AI and modern productivity tools to review, organise, summarise and extract key information from documents, emails and case materials
- Assist with drafting, proofreading, rewriting and improving emails, letters, reports, meeting notes and internal documentation
- Identify action items, key deadlines, risks and follow-up tasks from meetings, discussions, correspondence and case updates
- Assist in improving workflows, systems, templates, automations and operational processes to enhance productivity, organisation and client service
- Continuously look for practical ways to streamline work, improve efficiency and support the firm's day-to-day operations
Client Communications & Relationship Management
- Build and maintain strong relationships with clients through professional, empathetic and responsive communication
- Respond promptly and professionally to client enquiries, messages, concerns and feedback via phone, video calls, WhatsApp, email and other communication channels
- Provide regular updates to clients regarding the progress of their matters
- Escalate urgent, sensitive or complex matters internally in accordance with firm protocols
- Facilitate communication between clients, lawyers, Courts and third parties
Case Support & Coordination
- Coordinate and manage case-related communications, updates, follow-ups and action items
- Prepare case summaries, timelines, meeting notes, call briefs and follow-up reports
- Monitor email inboxes, Court notification systems and internal task trackers for new developments, deadlines and action points
- Maintain accurate and well-organised client files, records and documentation
- Track Court dates, filing deadlines, appointments, consultations and key milestones
- Support lawyers with preparation of materials for meetings, consultations and Court attendances
- Follow structured workflows, SOPs and checklists to ensure matters are progressed efficiently and accurately
REQUIREMENTS
- Strong organisational skills with exceptional attention to detail
- Ability to manage multiple priorities, deadlines and ongoing matters simultaneously
- Confident handling clients, communications and administrative responsibilities in a professional environment
- Comfortable working independently while remaining highly collaborative within a team
- Resourceful, proactive and solutions-oriented mindset
- Strong time management skills with the ability to prioritise effectively
- Reliable, disciplined and accountable, with a strong sense of ownership and follow-through
- Customer service-oriented and genuinely committed to helping clients
- Proficient in Microsoft Office, Outlook, Word, Excel and common business applications
- Comfortable learning and using AI tools such as ChatGPT, Claude, Gemini, Perplexity and other productivity platforms
- Tech-savvy and curious about leveraging technology, automation and AI to improve workflows and efficiency
- Prior experience in administration, client service, legal support, operations, project coordination or case management will be an advantage
- Experience in a law firm, professional services environment or client-facing role is beneficial but not essential
We look for candidates who are driven, self-motivated and resourceful, and who share our desire to build a purpose-driven law practice based on our values:
- Empathy: We will understand what you are going through and show compassion in helping you.
- Integrity: We will always do the right thing, because the time is always right to do what is right.
- Humility: We will put our ego aside and listen to your opinions and feedback because we can always do better.
- Courage: We will act without fear or favour, knowing that we are empowered with our team’s full support.
- Tenacity: We will persevere and work even harder when the going gets tough, when no one else is looking and everyone else quits.
- Ownership: We will be accountable for our actions, and we will not turn away from responsibility.
- Teamwork: We will support and stand alongside our team in every test and triumph.
- Purpose: This is not ‘a’ job; this is ‘OUR’ job. We are grateful to have it, and we take pride in everything we do.
If you would like to apply, please send the following to jonathan.wong@tembusulaw.com:
- CV / resume
- Recent photograph
- Current / last drawn salary
- References or testimonials
Only candidates selected for interviews will be notified. Thank you.
