TOKYO - General Affairs (7 months FTC)
Herbert Smith Freehills
Hong Kong


  • Apply for COE, visa extension, visa status change, visa acquisition (new born baby) and etc.
  • Physically visit Tokyo Immigration Bureau to apply and pick up visas for legal staff
  • Provide guidance regarding visa related applications and inquires
  • Maintain and update spreadsheet of visa information and related documentation
  • Serviced accommodation

  • Contact serviced apartment vendors for reservations and availability requests
  • Manage long and short term lease arrangements
  • Liaise with service providers as and when necessary
  • Negotiations on lease conditions and corporate rates
  • Trainees

  • Assist on relocation arrangements
  • Arrange temporary / permanent accommodation
  • Provide guidance on Japanese lessons, gym, and arrival / departure information.
  • General administration such as arranging office security cards and mobile phone SIM cards etc
  • Housing

  • Read through and confirm lease documentation contract in Japanese
  • Draft internal documentation and emails regarding lease conditions in English
  • Negotiate with agents regarding lease condition upon move-in / re-contract / re-renewal / move-out
  • Sign the lease contract as a representative of the firm
  • Arrange household items based on new joiners' requests and the firm's guideline (invoice handling, online ordering, discussion with management, delivery scheduling and etc.)
  • Apply, renew, cancellation of fire insurance of the firm's leased apartments and houses
  • Participate move-in / out inspection, take notes and photos of marks and damages of the firm's leased properties
  • Apply / cancel public utilities and internet upon move-in / out
  • Arrange disposal and donation of HSF furniture upon departure
  • Communicate and confirm departure arrangements when leaving the country (e.g. visit ward office)
  • Liaise with Finance re : payment of household items, monthly rent, contract money etc.
  • Administrative

  • Arrangement re : Japanese lessons and fitness gym for Legal staff
  • Manage office security passes
  • Maintain relocation related documentation
  • Calculate GJB relevant costs and notify management and Finance (budget)
  • GJB applications
  • Liaise with GJB applicant regarding required documents
  • Collect GJB related certificates from HSF London or relevant law society
  • Draft GJB application documents in Japanese (a lot of petition drafting)
  • Inquiries to MOJ, Daiichi Bar and JFBA regarding GJB requirements
  • Liaise with Paralegal team for English translations of application documents
  • Contact Japanese Counsel re : recommendation of GJB applicants
  • Attend GJB applicants to MOJ for GJB interview and the Daiichi Bar for GJB ceremony
  • Arrange payment of GJB related fees (e.g. application fee, membership fee, miscellaneous commission fee and cancellation fee)
  • Collect and draft documents re : GJB biennial report
  • Notify JFBA on regular basis re : GJB and non-GJB (joining / leaving)
  • Keep GJB certificates on file
  • General administration such as arranging couriers for recommendation letters
  • Skills, experience and qualifications

  • 3 - 5 years in similar or related role
  • Strong coordination skills
  • Ability to take initiative and work within a team
  • Native in Japanese, Fluent in English
  • Group / Team description

    Our Office Operations function plays a central role in managing our working environment and the services within it, so that practice areas can serve their clients to the best of their ability.

    That goes beyond just ensuring that professionals have the client-facing and office services and equipment they need. It’s about ensuring that every space around our global network serves its purpose effectively, whether that’s an office, a breakout area or a conference room.

    The team also makes sure that all-important legal documents are where they need to be through the mailroom and courier services, as well as overseeing document archival and retrieval.

    Our Office Operations function includes Procurement, Building Operations, Document Production, Business Continuity and Client Services & Travel teams.

    Diversity & Inclusion

    We aim to have a diverse, innovative culture where high performance, client focus and highly engaged people are our differentiator and where we celebrate the uniqueness of our people.

    Our firm is made up of people with a range of experience and backgrounds. We strive to ensure that our inclusive environment means our people feel valued and able to perform at their best by being their authentic selves at work.

    We know that our future success not only depends on being innovative and progressive in the changing legal market but, most importantly, on our people feeling engaged.

    Herbert Smith Freehills

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