Admin Assistant (Law Firm)

Position Scope

Job Title: Receptionist / Front Office Assistant  

Location: Nairobi, Kenya  

Employment Type: Full-time, Immediate Start  

Job Overview:

We are seeking a professional and dedicated Receptionist/Front Office Assistant for a law firm in Nairobi. The ideal candidate should have at least 2 years of relevant experience (preferably in a law firm). This role requires excellent attention to detail, punctuality, integrity, and immediate availability is essential.

Job Description

Key Responsibilities

• General Administrative Support:
  • Manage incoming calls, emails, and correspondence, directing them to the appropriate parties.
  • Greet clients and visitors, providing a professional and welcoming environment.
  • Maintain and organize office files, both physical and electronic, ensuring accessibility and confidentiality.
  • Handle general office duties such as photocopying, scanning, faxing, and filing legal documents.
• Legal Document Management:
  • Assist in the preparation, editing, and formatting of legal documents as needed.
  • Ensure timely filing of documents with courts, clients, and other relevant parties.
  • Organize and maintain case files, ensuring all documents are current and properly stored.
• Scheduling and Calendar Management:
  • Manage attorneys' calendars, including scheduling meetings, court hearings, and client appointments.
  • Coordinate travel arrangements and accommodations for attorneys as needed.
  • Track important deadlines and ensure timely submissions of legal documents and reports.
• Client Communication:
  • Communicate professionally with clients, addressing their inquiries and directing them to the appropriate legal team members.
  • Maintain regular updates to clients regarding the status of their cases or documentation.
• Office Supply and Vendor Management:
  • Manage office supplies inventory, ensuring that the office is well-stocked with necessary materials.
  • Liaise with vendors for office supplies, equipment maintenance, and services as needed.
• Billing and Invoicing:
  • Assist with tracking attorney billable hours and preparing invoices for clients.
  • Handle basic bookkeeping tasks, ensuring accuracy in billing processes.
• Confidentiality and Compliance:
  • Handle sensitive client information with the utmost discretion and confidentiality.
  • Ensure compliance with legal and ethical standards related to data protection and confidentiality.

Requirements

Qualifications and Requirements

• Bachelor’s Degree in Business Administration, human resources or equivalent
• Experience:
  • 2+ years of experience as an Administrative Assistant, preferably in a legal or professional services environment.
  • Familiarity with legal terminology and procedures is a plus.
• Technical Skills:
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
  • Basic knowledge of billing systems and accounting software.
• Communication Skills:
  • Strong verbal and written communication skills.
  • Ability to communicate effectively with clients, attorneys, and staff in a professional manner.
• Organizational Skills and Confidentiality:
  • Strong attention to detail and ability to manage multiple tasks simultaneously.
  • Excellent time management skills, with the ability to prioritize and meet deadlines.
  • Demonstrated ability to handle confidential information with integrity.

Key Competencies

• Proactive Problem-Solving: Anticipate the needs of the legal team and take initiative to address issues before they arise.
• Multitasking: Ability to juggle multiple responsibilities in a fast-paced legal environment.
• Interpersonal Skills: Professional demeanor with a client-focused attitude.
• Adaptability: Flexibility to handle changing priorities and workload.

Skills

Admin, Microsoft Office