Travel and Admin officer - Beijing Office

This job is with Clifford Chance, an inclusive employer and a member of myGwork – the largest global platform for the LGBTQ+ business community. Please do not contact the recruiter directly. Job DescriptionThe role is responsible for managing and coordinating all travel-related activities for fee earners (exclude partner and counsel), including domestic and international travel arrangements. This role will work closely with the travel agent to ensure cost-effective travel planning, compliance with firm travel policy, and a smooth travel experience for fee earners.Travel Planning & BookingCoordinate flight, train, hotel, and ground transportation bookings.Ensure bookings align with firm travel policy and budget.Liaise with travel agencies and vendors for competitive rates and services.Documentation & ComplianceAssist with visa applications, travel insurance, and other required documentation.Maintain accurate records of travel itineraries, expenses, and approvals.Ensure compliance with travel policy and regulatory requirements.Communication & SupportProvide pre-travel briefings and support to travelers.Act as the point of contact for travel-related queries and emergencies.Communicate changes, cancellations, and updates promptly.Escalate major issues with the office manager if necessaryReporting & AnalysisTrack travel expenses and prepare monthly reports per the billing from the travel agent for management.Identify cost-saving opportunities and suggest improvements.Monitor vendor performance and service quality.Electronic file sharingDownload/upload project files from client designated sites and upload into CC or vice versa.Download files onto physical CDs or USBs for delivery to clientsPre-processing of reimbursement expenses (for further input by I-expense Desk) Assist fee earners by issuing invoices based on receipts, then organizing and recording the total amounts in a shared Excel file stored in i-Manage.Upon receiving the original expense reports from the vendor Fuji-Xerox, scan the reports, send them for partner approval, and forward the approved scan copies to the Finance team.Other ad hoc office logistic work when necessaryQualificationsCollege degree or above2+ years of experience in travel coordination or administrative support.Familiarity with travel booking platforms and tools.Strong organizational and multitasking skills.Excellent communication and interpersonal abilities.Proficiency in MS Office (Excel, Outlook, Word).Self-motivated, detail-oriented, dependable and flexibleSense of high confidentialityPreferred SkillsPast experiences working in travel agency is a plusExperience working with travel arrangements.Knowledge of visa and immigration processes.Company DescriptionWho we areWe are one of the largest international law firms in the world. With over 30 offices across the globe, we strive to exceed the expectations of our clients, providing them with the highest-quality advice and legal insight, which combines the firm's global standards with in-depth local expertise.Our firm, work and people span jurisdictions, cultures, and languages. We offer our clients a truly international perspective. We believe every career should be rewarding and stimulating - full of opportunities to learn, thrive, and grow. That's why we're so proud of our inclusive, friendly, and team-based approach to work.You'll find our clients in commercial and industrial sectors, the financial investor community, governments, regulators, trade bodies, and not-for-profit organisations. But no matter who they are or why they've reached out to us, we provide a world-class service every step of the way. And that's possible thanks to the entrepreneurial spirit and conscientious approach to work that you'll find across all of our teams.Whichever area of the business you join, you'll become an integral part an innovative, diverse and ambitious team of people. Clifford Chance is a place where the brightest minds and the best of colleagues meet.Additional InformationYour ExperienceThis role is open to candidates who will graduate with an LLB or LLM degree from a Chinese law school, and to those who have 1 - 2 years similar work experience in international or local law firms. LLB or LLM from a prestigious law school in China Passed PRC bar exam Good command of English Self-motivated, well organised and able to handle multi-tasks well Effective communication skills Flexible to work overtime