Key Purpose of the job

To provide admin & clerical  duties while ensuring smooth running of the office and supporting the advocates in their duties.

Key Roles

• Welcoming and managing visitors/clients in the office, on telephone or email; answering or directing inquiries.
• Record and monitor court appearance dates in the master diary and e-calendar.
• Maintain advocates calendar by planning and scheduling conferences, teleconferences, meetings and travel.
• Responsible for file bring ups, on line file & physical file management
• Draft, prepare, review, verify, and dispatch correspondence, reports, pleadings, contracts and other legal and office documents.
• Receiving and processing of incoming correspondence, reports, pleadings, contracts and other legal and office documents.
• Initiating telecommunications; organizing client conferences, and meetings.
• Prepare and keep records for income, expense and manage the petty cash.
• Prepare and submit payment of staff’s statutory deductions and monthly tax returns and payments.
• Assist the Accountant with basic book keeping and audit preparation
• Schedule, notify other staff, attend and take minutes at office meetings.
• Maintain office supplies by checking stocks; placing and expediting orders
• Ensure smooth operation & maintenance of all equipment and good management of office utilities
• Ensure the office is clean and tidy daily and arrange for thorough professional cleaning regularly
• Maintain client confidence by keeping client/advocate information confidential.

Qualifications

• Degree in business management or relevant area of study
• Proficiency with ERP system, MS Office, PowerPoint with good typing speed and a high rate of accuracy.
• Knowledge of office management & procedures
• Knowledge of legal business principles or experience in law firm, is an added advantage
• Proven experience in a similar position minimum 3 years
• Excellent written and oral communication skills
• Courteous and professional demeanor with strong sense of discretion
• Able to effectively prioritize, multitask effectively and meet deadlines
• Mature & able to work as a team with advocates and staff with minimum supervision