Role Objective
- A mid-sized, full-service firm with a broad range of practice
areas—including litigation, real estate, corporate law, and estates—is
looking to recruit a capable and organized professional to join its
administrative team.
Core Duties and
Responsibilities
- Ensuring that day to day activities run smoothly.
- Maintenance of daily staff attendance register.
- Maintain the proper records as per the firm’s process
- 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.
- Ensuring timely dispatch of documents and also follow up of invoices
and their payments.
- In charge of scanning all incoming documents as expected.
- Preparation and writing of vouchers.
- Filing and proper records 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 pro-active and
efficient manner.
- Preparing briefs, minutes and reports for the meetings in a timely
manner.
- In charge of overseeing operational and administrative tasks to
ensure the office is functioning optimally.
- 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.
- 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.
- Handle all maintenance, repairs and operational issues to ensure
seamless operations.
- 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
- Adaptability and Flexibility
- Independent Thinking skills
- High Integrity
- Confidentiality
- 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.
