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.