Role Objective
A
Full-Service medium-sized firms offer a diverse set of practice areas (e. g,
litigation, real estate, corporate, and estates) seeks to hire an
efficient individual and add to their administration team.
Core
Duties and Responsibilities
- Ensuring that day to day activities run
smoothly.
- Maintain the proper records as per the firm’s
process.
- Maintenance of daily staff attendance register.
- Ensuring that the Office Library register is up
to date as expected.
- Ability to receive and respond to calls and
handle a busy switch board.
- Ensuring that liaison to advocates or their
Personal Assistants is done in a timely fashion and relevant emails and
calls are conveyed to them.
- In charge of scanning all incoming documents as
expected.
- Ensuring timely dispatch of documents and also
follow up of invoices and their payments.
- Preparation and writing of vouchers.
- Supervision of office cleaning, hygiene and
sanitation.
- Organizing and diarizing scheduling
appointments, meetings and coordinating meetings for partners and staff
members in a pro-active and efficient manner.
- In charge of overseeing operational and
administrative tasks to ensure the office is functioning optimally.
- Preparing briefs, minutes and reports for the
meetings in a timely manner.
- Handling reception and corporate communication
via various channels, calls, emails, online platforms in the various set
out protocol.
- Attending to mail, phone calls and other
corporate communication tools appropriately.
- Carry out various secretarial duties, typing and
drafting for staff members as required.
- In charge of preparation of Petty Cash and other
administrative budgets, follow up on resources utilization reports.
- In charge of ensuring that various subscriptions
for the partners and firm and bills due are paid on a timely basis.
- Coordinate logistical aspects for the partner
and the office team such as accommodation, travel, visas and transfers at
various points and destinations.
- Handle all maintenance, repairs and operational
issues to ensure seamless operations.
- Act as the key liaison contact for the office
between the various stakeholders such as government authorities,
suppliers, clients, staff etc.
- Prepare and be an integral part of execution
team for office events as needed such as departmental and office meetings,
dinner events etc.
- Filing and proper records of documents.
- Requisition of office stationery and supplies
and ensuring that replenishment is done in good time and no gaps that
could lead to inefficiency as well as in charge of stock management.
- Any other duties as allocated.
Job
Specifications and Qualifications
- Diploma in Law/Business Administration/
Communication and or related field.
- At least 3 years’ experience.
- Proficiency with MS Office Suite
Key
Competencies
- Super organizational skills
- Independent Thinking skills
- High Integrity
- Confidentiality
- Adaptability and Flexibility
- Great Interpersonal Skills
- Excellent verbal and written communication
skills
How to
Apply
Interested
and qualified candidates should forward their CV to: careers@emergeegressconsulting.com using
the position as subject of email.
