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
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
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
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.
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)
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