Admin Assistant (Law Firm)


Posted : 2024-09-05
Closing : 2024-09-26
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