Job Title: Office Administrator – Law Firm
Location: Nairobi
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.
Responsibilities
·
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.
Qualifications
·
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.
Competencies
·
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.
