Client Services Assistant - Shenzhen

The Client Services Assistant plays an important role in supporting the efficient day-to-day operation of the Shenzhen office, including workplace operations, office administration, compliance activities, immigration support, vendor management, business resilience, and office facilities.

The successful candidate will be a highly organised and proactive professional who serves as a key local resource within the Shenzhen office, working closely with lawyers, business services teams and external stakeholders.

The role will work closely with regional teams to support the effective day-to-day operation of the office. The ideal candidate will demonstrate strong interpersonal and communication skills, commercial awareness, and a client-focused, service-oriented indset. They will be comfortable working independently, managing multiple priorities and building effective relationships across a professional services environment while delivering high-quality support to both business development and operational activities.

Key Responsibilities:

Office Facilities & Inventory Management 

• Act as the primary local owner for operational, workplace and compliance matters within the Shenzhen office, including activities requiring local judgement, local authority engagement, landlord liaison, contractor management, incident response, visitor management and physical office presence.

• Work collaboratively with the Beijing, Shanghai and Hong Kong teams who may provide administrative, governance or project support, whilst maintaining local ownership of Shenzhen office operations.

• Oversee the day-to-day operation and maintenance of the Shenzhen office, ensuring a safe, efficient and professional working environment. 

• Coordinate repairs, preventative maintenance and facilities-related projects with building management, contractors and external service providers. 

• Monitor vendor performance and ensure services are delivered in accordance with agreed standards and budgets, providing input into local facilities expenditure, forecasting and budget management.

• Maintain office equipment and coordinate servicing and replacement as required. 

• Manage the procurement, inventory and replenishment of office supplies, stationery, pantry items and other workplace resources, ensuring adequate stock levels to support business operations while maintaining effective cost control.

Client Services & Reception

• Act as first point of contact for clients and visitors, delivering a professional front-of-house experience 

• Manage meeting rooms, video conferencing, and hospitality arrangements 

• Handle calls, enquiries, messages

• Coordinate domestic and international courier services

• Support meetings, events, and basic IT/AV setup

Office Events and Local Logistics Support

• Coordinate internal and external events, including training sessions, client functions, seminars and office celebrations. 

• Arrange catering, transportation, accommodation, meeting facilities and other event logistics. 

• Provide operational support before, during and after events to ensure a successful experience for attendees.

Health, Safety and Office Security

• Maintain local ownership of workplace health and safety compliance within the Shenzhen office.

• Coordinate office safety inspections, risk assessments, emergency preparedness activities and business resilience requirements.

• Act as the local point of contact during workplace incidents, emergencies or business continuity events.

• Manage office access, security passes, visitor controls and incident reporting processes.

• Maintain local business resilience documentation and emergency contact information.

Accommodation and Relocation Support

• Coordinate the leasing, renewal, termination and management of residential accommodation for lawyers, secondees and visiting employees. 

• Liaise with landlords, property agents and building management offices regarding tenancy matters, maintenance concerns and contractual arrangements. 

• Support relocation logistics, move-in and move-out arrangements, and accommodation-related administration.

Office Licence Renewals, Work Permit and Residence Permit Administration

• Maintain ownership and the timely renewal of office licences, registrations and statutory filings required for the Shenzhen representative office.

• Coordinate work permit, residence permit and visa applications, renewals and cancellations for foreign employees and visitors.

• Liaise with government authorities, immigration providers, and internal stakeholders to ensure ongoing compliance with local regulations.

• Maintain compliance calendars and ensure all regulatory deadlines are proactively managed.

• Where specialist advice or local representation is required, coordinate approved external providers and advisors.

Regional Support Model

• The role operates within a broader Greater China and Asia support structure.

• The following activities may be supported by the Beijing, Shanghai and Hong Kong teams where appropriate:

• Travel administration.

• Expense processing and reimbursement support.

• Invoice processing support.

• Document and administrative assistance.

• Compliance administration support.

• Leave and absence cover arrangements.

• Project-based workplace initiatives.

• Governance, workplace standards, health and safety oversight, business resilience guidance and escalation support will continue to be provided through the Asia Workplace function.

• The Shenzhen-based role retains ownership of local operational delivery.

Financial Administration

• Process day-to-day invoices and expense-related documentation accurately and in a timely manner.

• Liaise with Finance, external vendors and service providers to resolve billing queries and payment issues.

• Maintain records and supporting documentation in accordance with firm policies and procedures.

Requirements:

• Experience in administration office management within a professional services environment, preferably in a professional services environment (legal, accounting/finance, engineering).

• Strong organisational and project coordination skills with the ability to manage multiple priorities.

• Excellent communication and stakeholder management skills. 

• Strong attention to detail and ability to work independently. 

• Experience supporting events and administrative operations. 

• Demonstrated experience managing office operations, facilities, compliance or workplace services within a professional services environment. 

• Experience interacting with local regulatory authorities, property management providers, vendors or government agencies. 

• Ability to balance client-facing and operational responsibilities within a small office environment. 

• Strong judgement and ability to work independently.

• Proficiency in Microsoft Office applications and CRM or marketing systems. 

• Fluent written and spoken English and Mandarin.

• Knowledge of immigration processes, office administration and vendor management in China would be advantageous.

Please note that we only accept CVs submitted via our career portal. All CVs submitted should be in English.