Clyde&Co Hiring for Corporate Services Coordinator – Corporate Services Job at Dubai Full Time

Job purpose

To work with the Corporate Services Coordinator, Government Liaison Team and Company Secretaries (together, the Team) to provide administrative support to the Corporate Services Department (the Department) and help establish/implement systems, procedures and processes to facilitate a high level of customer service in delivering work to the Business.

Key responsibilities

Government Liaison Team Co-ordination

• Providing administrative support/assistance to the Department;
• Receiving and processing enquiries from fee earners;
• Co-ordinating and assigning new matters and passing enquiries to government liaison team in Dubai and Abu Dhabi as appropriate;
• Disseminating information, enquiries and feedback from government liaison team back to fee earners accurately and in a timely way by email and phone;
• Booking face-to-face appointments for government liaison team with associates;
• Informing fee earner and government liaison team of relevant fixed fees;
• Drafting routine letters and requests to effect government liaison enquiries and submissions;
• Ensuring that the Team has access to the correct up to date application forms;
• Recording and maintaining relevant up to date Know-How, including but not limited to a list of licensing activity requirements and preparing and maintaining files containing forms, fees and processes for DED and other free zones, circulars and other changes in processes;

Corporate applications, amendments and renewals (client work)

• Assisting with the submission of corporate applications to government authorities, which includes:
• preparing application forms for submission to local authorities in Arabic/English, verifying details are accurate;
• scanning and filing documents on the Filesite and filing hard copies;
• arranging copies as appropriate for submission to government authorities;

• checking that application documentation is complete with all documents before submission to government departments;

• assisting with online applications.
• Preparing company and agency search requests for submission to the relevant government departments;
• Arranging for the authentication of documents;
• Assisting with the annual licence and registration renewals for onshore, free zone and offshore jurisdictions;
• Arranging submission and timely processing of applications and facilitating the administrative aspects of all applications;
• Liaising with various government departments by phone/email;
• Ensuring all relevant licence details are added/updated on trackable dates and related databases;

General Administrative Assistance for the Department

• Assisting the Department with the Firm’s licence and registration renewals;
• Reviewing billing guides and verify all fees and disbursements have been properly included on the relevant matter billing guide;
• Liaising with the finance department to ensure the fees are accurate and preparing pro-forma invoices for funds on account;
• Ensuring accurate time recording;
• Checking Arabic press for client/corporate announcements and advertisements;
• Checking Arabic press for new laws and procedures as required;
• Maintaining list of contact for team;
• Updating administrative procedures as required;
• Preparing case registration forms, conducting conflict searches, collating and submitting the necessary ‘KYC’ documents to Business Acceptance (BAU), completing necessary formalities with BAU to obtain matter numbers, updating BAU with any material changes of existing clients, liaising with BAU for file opening and closing;
• Managing the post for companies where we provide registered agent or registered office services. Informing the relevant partner/case-handler that post has been received and updating the relevant lists. Where necessary arranging for post to be forwarded to the client as instructed;
• Ensuring that there is adequate cover and support for the Corporate Services Coordinators;
• Managing the client and Firm Powers of Attorneys (POAs) across offices in the region and keep the POAs list up to date;
• Participating in projects and ad hoc duties as designed by the Head of Corporate Services to benefit the Department.

Candidate requirements

The ideal candidate will:

• have at least 3-5 years’ administration experience gained within legal or professional services industry;
• MUST be a native Arabic speaker
• excellent written and spoken English
• knowledge of UAE systems and procedures
• document handling
• exposure to working in different cultures
• have a proven track record of strong organisational skills;
• be proactive and have excellent attention to detail;
• be resourceful and persistent in finding solutions;
• strong team skills;
• ability to manage tight deadline and work under pressure
• have good IT skills

Clyde & Co

Clyde & Co is a global law firm which has quadrupled in size over the past decade.Revenues from the firm’s 50+ offices* worldwide rose to £627million for the last financial year.The firm has over 1800 fee earners, across six continents, with 4000 staff advising corporates, financial institutions, private individuals and governments.

Clyde & Co, MEA

With over 30 years’ experience in the region and the largest presence of any international law firm, we pride ourselves on being able to help clients recognise and overcome the challenges of doing business in the Middle East.