This role is based within a full-service medium-sized law firm that offers a diverse set of practice areas (e.g., litigation, real estate, corporate, and estates). The objective is to hire an efficient individual to join the administration team, ensuring the office operates optimally and providing comprehensive administrative and logistical support.
Core Duties and Responsibilities
The Court Clerk will be responsible for a wide range of administrative and operational tasks, including:
- Ensuring that day-to-day office activities run smoothly.
- Maintenance of the daily staff attendance register.
- Maintaining the proper records as per the firm’s process.
- Ensuring that the Office Library register is up to date as expected.
- Receiving and responding to calls and handling a busy switchboard.
- Ensuring timely liaison with advocates or their Personal Assistants, conveying relevant emails and calls.
- Ensuring timely dispatch of documents and following up on invoices and their payments.
- Scanning all incoming documents as expected.
- Preparation and writing of vouchers.
- Filing and proper records management of documents.
- Supervision of office cleaning, hygiene, and sanitation.
- Organizing and diarizing scheduling appointments, meetings, and coordinating meetings for partners and staff members in a proactive and efficient manner.
- Preparing briefs, minutes, and reports for the meetings in a timely manner.
- Overseeing operational and administrative tasks to ensure the office is functioning optimally.
- Handling reception and corporate communication via various channels (calls, emails, online platforms) following established protocol.
- Attending to mail, phone calls, and other corporate communication tools appropriately.
- Carrying out various secretarial duties, typing, and drafting for staff members as required.
- Preparation of Petty Cash and other administrative budgets, and following up on resources utilization reports.
- Ensuring that various subscriptions for the partners and firm, and bills due, are paid on a timely basis.
- Coordinating logistical aspects for the partner and the office team such as accommodation, travel, visas, and transfers at various points and destinations.
- Acting as the key liaison contact for the office between various stakeholders such as government authorities, suppliers, clients, staff, etc.
- Preparing and being an integral part of the execution team for office events as needed (e.g., departmental and office meetings, dinner events).
- Handling all maintenance, repairs, and operational issues to ensure seamless operations.
- Requisition of office stationery and supplies, ensuring timely replenishment to prevent efficiency gaps, and managing stock.
- Any other duties as allocated.
Job Specifications and Qualifications
Education and Experience:
- Diploma in Law/Business Administration/ Communication and or related field.
- At least 3 years’ experience.
Skills and Competencies:
- Proficiency with MS Office Suite.
- Super organizational skills.
- Independent Thinking skills.
- High Integrity.
- Confidentiality.
- Adaptability and Flexibility.
- Great Interpersonal Skills.
- Excellent verbal and written communication skills.
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