Job Title: Office Administrator – Law Firm

Location: Nairobi
We are looking to hire an office administrator to work in a busy law firm who will be responsible for the front desk operations, maintaining an effective workflow in the office and working on other duties assigned to them by the attorneys.
·         Welcomes guests and clients by greeting them in person or on the telephone; answering or directing inquiries.
·         Manages correspondence by answering emails and sorting mail.
·         Prepare and process standard legal documents including subpoenas, contracts, summonses, appeals, warrants and motions.
·         Organize conference room scheduling, equipment, and cleaning and organize catering, coffee, or other refreshments as needed.
·         Organize and coordinate legal meetings including client interviews, hearings and depositions.
·         Coordinate building and maintenance issues for general repair and updates, plan and oversee disaster and emergency procedures.
·         Maintains attorney calendar by planning and scheduling conferences, teleconferences, dispositions, and travel; recording and monitoring court appearance dates, pleadings, and filing requirements; monitoring evidence-gathering; anticipating changes in litigation or transaction preparation requirements.
·         Coordinate and participate in office space planning, maintenance and renovations when necessary and supervise cleaning crew and cleanliness of office space.
·         Assist with billing by preparing and sending invoices; maintain client databases; track accounts; oversee the invoice workflow, and assist in copying and distributing production orders and other internal documents as requested
·         Review legal publications and perform database searches to identify laws and court decisions relevant to pending cases.
·         Composing and preparing confidential correspondence, reports and other complex corporate documents.
·         Bachelor’s degree preferred in Business Administration or any other related business course.
·         At least 5 years’ experience working in a busy medium sized law firm.
·         Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel); scheduling appointments/updating calendars a must.
·         In-depth knowledge of office management.
·         Must be 40 years of age or below.
·         Secretarial diploma will be considered as a plus.
·         Excellent written and verbal communication skills.
·         Understands the importance of confidentiality.
·         Excellent organizational and time management skills.
·         Ability to interact professionally with clients both on the telephone and in person – even during stressful situations.
Application Details
Interested candidates are invited to strictly email their cover letter and CV, to recruit@hrmconnection.com before end of day 22nd March 2019.
Only short listed candidates will be contacted.

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