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Office Administrator Job in Nairobi, Kenya

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.
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.

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