JOB DETAILS:
Reports to Department Head/Support Partner.

JOB SUMMARY
The role involves managing the day-to-day operations and financial activities of the law firm, including welcoming clients, coordinating appointments, and ensuring smooth administrative support for legal professionals. The position also requires overseeing financial transactions, monitoring expenses, maintaining accurate records, preparing financial reports, and ensuring compliance with security protocols. The candidate will support both the administrative and financial functions of the firm, contributing to its overall efficiency and effectiveness.

KEY RESPONSIBILITIES
1. Assist to manage day-to-day office operations.
2. Oversee scheduling, client interactions, and administrative support.
3. Assist with financial tasks including bookkeeping, budgeting, and reporting.

4. Maintain accurate records and ensure compliance with legal and financial regulations.

CRITERIA
1. Bachelor’s degree in business administration, finance, or a related field.
2. 2+ experience in office administration, preferably in a law firm.
3. Proficiency in office and financial software
4. Strong organizational and communication skills.

TASKS
– Manage day-to-day operations of the firm.
– Monitoring expenses and financial transactions
– Welcome clients, visitors, and staff to the law firm.
– Answer phone calls, transfer calls, and take messages as necessary.

– Respond to clients’ inquiries and direct them to the appropriate departments or personnel.
– Maintain a professional and courteous demeanor in all client interactions.

– Schedule appointments for clients and coordinate with legal professionals.
– Manage meeting room schedules and availability.
– Maintain a log of visitors and ensure compliance with security protocols.
– Monitor and manage access control systems if applicable.
– Receive and distribute incoming mail and packages.
– Arrange for outgoing mail and coordinate with courier services.

– Provide general administrative support to legal professionals.
– Assist in typing, formatting, and proofreading documents as needed.
– Monitor and replenish office supplies in common areas.
– Coordinate with the administrative team for supply orders.
– Ensure the reception area is neat, organized, and presentable.
– Arrange reading materials and brochures for clients.
– Answer general inquiries about the law firm’s services and areas of practice.
– Direct specific legal inquiries to the appropriate personnel.
– Assist clients and visitors with using technology in the reception area (e.g., signing in on tablets).
– Troubleshoot basic issues with office equipment and technology.

– Remind legal professionals of upcoming appointments and meetings.
– Confirm client appointments as needed.
– Issue visitor badges and maintain a record of visitors for security purposes.
– Verify the identity of individuals entering the law firm.
– Collaborate with support staff, such as administrative assistants and facility management, to address office needs.
– Record and relay messages accurately and promptly to the appropriate parties.
– Ensure messages are communicated on time.
– Manage incoming and outgoing deliveries, including coordinating with courier services.
– Notify recipients of incoming packages.
– Send Calendar Invites to Clients and Lawyers on Cases handled by the Firm.
– Type, Review, and Print documents sent by the Partners, Associates & Lawyers at the Firm
– Managing databases & Record Keeping
– Running errands and making deliveries around and or to external parties
– Packaging and Shipping of Documents
– File Management & Record Keeping in the Office
– Timely and safe Delivery of All Packages and Documents
– Managing digital document filing, updating, and uploading documents online
– Supporting All the Advocates, Legal Consultants, and Professionals at the Firm to carry out their daily tasks and assignments.
– Filing, photocopying, and scanning of documents.
– Oversee the daily financial transactions and operations of the firm, ensuring accuracy and compliance with company policies.
– Track and monitor all expenses, ensuring they are recorded correctly and are within budget.
– Prepare and maintain financial reports, including balance sheets, income statements, and cash flow statements.
– Manage the accounts payable and receivable processes, ensuring timely payment of invoices and collection of dues.
– Assist in the preparation of budgets and financial forecasts, monitoring actual performance against projections.
– Perform regular bank reconciliations to ensure accuracy in financial records.
– Ensure compliance with relevant financial regulations and assist with internal and external audits.
– Prepare and file tax returns, ensuring compliance with all tax laws and regulations.
– Oversee the payroll process, ensuring accurate and timely payment to employees.
– Conduct financial analysis to identify trends, variances, and opportunities for cost savings.
– Maintain accurate and organized financial records, including digital and physical files.
– Provide financial insights and support to management for decision-making purposes.
– Collaborate with other departments to provide financial information and support as needed.
– Monitor and manage inventory levels, ensuring accurate valuation and reporting.
– Review and approve expense reports submitted by employees, ensuring adherence to company policies.