Administrative Executive

Ho & Wee LLP; Singapore; On-site; SGD 39,000 - 61,000; Full time

Job summary

Ho & Wee LLP, a boutique Singapore law firm, seeks an Administrative Executive to provide reliable secretarial support to the lawyers and keep office operations smooth.

Key tasks include drafting basic legal documents, maintaining client databases, conducting conflict checks, handling billing and deadlines, and liaising with visitors.

You should be organised, proactive, and able to multi-task in a fast-paced environment, with strong English and MS Office skills.

Qualifications

• Diploma in Business Administration or related field.
• 3–4 years of administrative experience in a Singapore law firm or professional services.
• Familiar with KYC procedures and client file opening processes.
• Good written and spoken English.
• Proficient with MS Office applications.

Responsibilities

• Provide general administrative and secretarial support to the lawyers.
• Draft and prepare correspondence, basic legal documents, and standard forms under the supervision of lawyers.
• Maintain client database, conduct conflict checks, and open and close files.
• Data entry and filing of documents (physical and electronic).
• Conduct KYC checks and maintain proper client due diligence records in accordance with firm procedures.
• Prepare bills and assist with billing matters.
• Monitor deadlines and lawyers' schedules.
• Manage day-to-day office operations, including attending to phone calls, receiving visitors, and handling general enquiries in a professional manner.
• Manage purchasing and maintenance of office supplies (stationery, pantry, etc.).
• Assist in archiving and retrieval of files.

Skills

Administrative experience

KYC procedures

MS Office

English proficiency

Time management

Team player

Multitasking

Education

Diploma in Business Administration

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

About the role

Ho & Wee LLP is a boutique Singapore law firm. We are looking for a reliable and organised Administrative Executive to join our team.

Key responsibilities

• Provide general administrative and secretarial support to the lawyers
• Draft and prepare correspondence, basic legal documents, and standard forms under the supervision of lawyers
• Maintain client database, conduct conflict checks, and open and close files
• Data entry and filing of documents (physical and electronic)
• Conduct KYC checks and maintain proper client due diligence records in accordance with firm procedures
• Prepare bills and assist with billing matters
• Monitor deadlines and lawyers' schedules
• Manage day-to-day office operations, including attending to phone calls, receiving visitors, and handling general enquiries in a professional manner
• Manage purchasing and maintenance of office supplies (stationery, pantry, etc.)
• Assist in archiving and retrieval of files

About you

• Minimum Diploma, preferably in Business Administration or a related field
• Minimum 3–4 years of administrative experience in a Singapore law firm or professional services firm
• Familiarity with KYC procedures and client file opening processes
• Good command of written and spoken English
• Proficient in Microsoft Office applications (Word, Excel, and Outlook)
• Meticulous, well‑organised, and able to work under time constraints
• Motivated, pro‑active, and a team player
• Able to multi‑task, prioritise, and work independently in a fast‑paced environment

About us

Ho & Wee LLP is a boutique Singapore law firm.