Secretary cum Receptionist at Flexi-Personnel

Job Purpose

The Secretary/Receptionist is tasked with making and answering phone calls, receiving visitors, providing general information about the firm, and answering inquiries related to activities conducted by the firm. The role includes performing secretarial and administrative duties such as managing client files, managing petty cash, scheduling appointments, and assisting the Advocates.

Key Responsibilities:
Reception management: -

• Receiving visitors and directing them as appropriate
• Offering & preparing tea / other beverages for clients
• Answering and making telephone calls, taking messages, and all other routine reception duties.
• Ensuring that the reception is clean and neat.

Managing client files: -

• Opening and managing files, including routine printing, scanning, photocopying and filing.
• Managing the filing cabinets.
• Receiving & stamping letters and court documents and placing them on top of the respective files for the advocate’s attention.
• Preparing proposals and responses to RFQs and drafting Terms of Engagement.
• Maintaining the bring-ups diary and ensuring routine follow-ups.
• Drafting letters and other documents as directed.
• Dispatching letters and documents by email and/or to the courier as directed.
• Petty cash management.
• Requisitioning and ensuring the purchase of office supplies.
• Supervising the office cleaner and courier.
• Administration of the general email address.
• Administration of the Little Cab account.
• Sending calendar invites as directed.
• Keeping track of:
  • Medical and PI insurance
  • Advocates’ practicing certificates and CPDs.
  • Rent and service charge due dates.
• Paying expenses such as airtime, electricity, water, etc.
• Following up on repairs that are required in the office.
• Any other responsibilities that may be assigned from time to time which are in line with the duties of a secretary.

EDUCATION QUALIFICATION, EXPERIENCE, SKILLS, AND TRAITS

• Bachelor’s Degree or Diploma in Business Administration, Management, or any business or secretarial-related field. 
• At least 2 years’ experience of proven work as a Receptionist, Office assistant or secretarial role in a law firm.
• Skilled in filing papers, operating office equipment, and handling digital files. Ability to coordinate with workers, vendors, and partners.
• Customer-centric attitude.
• Multitasking and time-management skills, with the ability to prioritize tasks.
• Excellent communication, computer, and organizational skills.