Admin Assistant / Receptionist Job
Admin Jobs
We are seeking a highly organized, professional, and service-oriented Administrative Assistant / Receptionist to join our legal firm. The successful candidate will provide comprehensive administrative, front-office, and operational support to ensure seamless day-to-day operations. This position combines reception duties, client service, office maintenance, clerical work, tender support, and basic social media management.
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Key Responsibilities
Front Office & Reception
- Maintain a professional, organized, and welcoming reception area.
- Receive and attend to clients, visitors, and partners courteously.
- Manage incoming calls, emails, and other communication channels.
- Schedule appointments, update the office calendar, and coordinate meetings.
Administrative & Clerical Support
- Prepare, file, and maintain documents, case files, and office records.
- Assist advocates with photocopying, scanning, printing, and document preparation.
- Support the preparation and submission of legal tenders—including document gathering, formatting, and timely submission.
- Monitor and manage office supplies, stationery, and inventory.
Office Hygiene & General Support
- Ensure the office, reception, meeting rooms, and staff areas are clean and well-maintained.
- Clean and organize office utensils and maintain order in shared spaces.
- Support staff with general office errands as required.
Client & Guest Support
- Serve guests with refreshments professionally and ensure they are comfortable.
- Prepare, arrange, and reset meeting rooms before and after use.
Social Media & Communication
- Create and post basic content as guided, including firm updates and announcements.
- Manage online interactions—comments, messages, and engagement.
- Work with management on communication and branding activities.
Compliance & Confidentiality
- Maintain strict confidentiality of all client information and internal documents.
- Follow all legal office protocols, ethics, and professional standards.
Qualifications & Requirements
- Diploma or Certificate in Business Administration, Office Management, Secretarial Studies, or related field.
- Experience in a legal firm or professional services environment is an added advantage.
- Excellent communication and interpersonal skills.
- Strong organizational skills with high attention to detail.
- Ability to multitask and manage competing priorities.
- Proficiency in MS Office (Word, Excel, Outlook) and basic social media use.
- Professional, courteous, and well-presented at all times.
- Willingness to support cleaning, hospitality, and general office duties.
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How to Apply
Interested candidates should send their CV and Cover Letter to vacancy@focusedhrsolutions.co.ke with the subject line:
“Application – Administrative Assistant / Receptionist.”
Only shortlisted applicants will be contacted.
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