Office Admin – Legal at Corporate Staffing

Key Responsibilities:

• Provide administrative support to legal staff, including lawyers, paralegals, and other office personnel.
• Greet visitors, answer phones, and direct calls and inquiries to the appropriate person.
• Prepare, format, and file legal documents, correspondence, and reports. Ensure that all documents are correctly filed in the office’s document management system.
• Manage calendars for the legal team, schedule appointments, meetings, and court dates. Ensure all parties are informed of upcoming commitments and changes.
• Handle incoming and outgoing mail, faxes, and emails. Draft and proofread letters and other documents as required.
• Communicate with clients to schedule meetings, gather information, and provide updates on cases as directed by the legal team.
• Assist with the preparation of client invoices, track payments, and follow up on overdue accounts.
• Monitor and maintain office supplies inventory. Order supplies and manage vendor relationships to ensure the office is well-stocked and operates smoothly.
• Maintain and update client files, case records, and databases with accuracy and confidentiality.
• Organize and coordinate meetings, including preparing agendas, booking conference rooms, and arranging catering if necessary.
• Arrange travel accommodations for the legal team, including booking flights, hotels, and transportation.
• Ensure compliance with legal and ethical standards, including maintaining confidentiality of client information and adherence to office policies and procedures.

Qualifications:

• A degree or a diploma in a related field is preferred.
• At least 2-3 years of experience in an administrative role, preferably within a legal setting.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Google Workspace) and familiarity with legal software and document management systems.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Professional demeanor and appearance.
• Knowledge of legal terminology and procedures is an asset.