Litigation Clerk at Emerge Egress Consulting

Role Objective
A well-established, full-service medium sized law firm with diverse practice areas (litigation, corporate, real estate, and estates) is seeking an organized and proactive Litigation Clerkto strengthen its team. The ideal candidate will ensure smooth day-to-day office operations while supporting legal staff efficiently.

Core Duties and Responsibilities

• Making sure that day to day activities run seamlessly.
• Maintaining daily staff attendance register.
• Keep proper documentation in line with firm procedures.
• Receive and manage incoming 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 that the Office Library register is up to date as expected.
• 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.
• Supervision of office cleaning, hygiene and sanitation.
• Schedule and coordinating meetings for partners and staff members in a pro-active and efficient manner. 
• Handling reception and corporate communication via various channels, calls, emails, online platforms in the various set out protocol.
• 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.
• 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.
• Assist in planning and executing office events, departmental meetings, and social gatherings.
• Handle all maintenance, repairs and operational issues to ensure seamless operations.
• Requisition office supplies and monitor stock levels to prevent shortages.
• 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 

• Excellent organizational and multitasking abilities
• Independent thinking and problem-solving skills
• High integrity and professionalism
• Discretion and confidentiality
• Adaptability and flexibility in dynamic environments
• Strong interpersonal and relationship management skills
• Excellent verbal and written communication skills