ob Title

Legal Operations & Client Relationship Executive
(Executive Assistant to Managing Partner)

Reporting To

Managing Partner – Oscar Global IPR Services

Job Purpose

To manage client communications, assignments, project tracking, appointments, documentation, payment follow-ups, team coordination, and daily operations, ensuring that all matters are handled efficiently and deadlines are met.

Key Responsibilities

1. Client Relationship Management

* Act as the first point of contact for clients.
* Handle incoming calls, emails, and WhatsApp communications.
* Schedule client meetings and consultations.
* Follow up on client requirements and pending documents.
* Maintain client database and CRM.

2. Project & Assignment Tracking

* Track all trademark, patent, copyright, design, and litigation matters.
* Maintain status reports for each assignment.
* Monitor deadlines for filings, hearings, examinations, oppositions, renewals, and compliance requirements.
* Generate weekly progress reports.

3. Appointment Management

* Manage advocate’s calendar.
* Schedule meetings, hearings, client consultations, BNI meetings, and business events.
* Send reminders and confirmations.
* Coordinate travel arrangements when required.

4. Payment Collection & Billing

* Generate invoices and quotations.
* Follow up for advance payments and outstanding dues.
* Maintain payment tracker.
* Coordinate with accounts team.
* Provide weekly receivable reports.

5. Documentation & Administration

* Prepare engagement letters and client onboarding documents.
* Organize client files and records.
* Maintain digital and physical documentation.
* Draft routine correspondence.

6. Team Coordination

* Coordinate with attorneys, paralegals, associates, and filing teams.
* Assign tasks and track completion.
* Conduct daily follow-ups.
* Escalate delays and bottlenecks.

7. Management Reporting

* Daily task report.
* Weekly payment report.
* Monthly performance report.
* Client satisfaction and follow-up report.

8. Business Development Support

* Follow up on leads generated through BNI and referrals.
* Maintain lead pipeline.
* Schedule presentations and networking meetings.
* Track conversion rates.

Required Skills

* Excellent English communication.
* Strong telephone etiquette.
* Microsoft Office & Google Workspace.
* CRM software experience.
* WhatsApp Business management.
* Calendar management.
* Follow-up and negotiation skills.
* Ability to handle confidential information.

Preferred Qualification

* Graduate in Business Administration, Law, Commerce, or Management.
* 2–5 years experience as Executive Assistant, Legal Secretary, Operations Executive, or Client Relationship Manager.
* Experience in a law firm, CA firm, or consultancy preferred.

Key Performance Indicators (KPIs)

1. Client response time below 30 minutes.
2. 100% deadline compliance.
3. Outstanding payments reduced below 30 days.
4. Daily task tracker maintained.
5. Weekly management reports submitted.
6. Client satisfaction above 90%.
7. Lead follow-up completion above 95%.