Office Admin – Law Firm Job

Admin Jobs

On behalf of our client, an established Law Firm based along Ngong Road we are recruiting for the position of Office Administrator.

Key Purpose of the Job

To provide administrative and clerical support while ensuring the smooth running of the office and assisting advocates in the execution of their duties.

Key Responsibilities

• Record and monitor court appearance dates in the master diary and e-calendar.
• Maintain advocates’ calendars by planning and scheduling conferences, teleconferences, meetings, and travel.
• Manage both physical and online files, including file bring-ups and archiving.
• Draft, prepare, review, verify, and dispatch correspondence, reports, pleadings, contracts, and other legal and office documents.
• Receive and process incoming correspondence and legal documents.
• Initiate and coordinate telecommunications, client conferences, and meetings.
• Manage petty cash, prepare, and keep records for income and expenses.
• Prepare and submit payments for staff statutory deductions, monthly tax returns, and other remittances.
• Assist the Accountant with basic bookkeeping and audit preparations.
• Schedule, notify staff, attend, and take minutes during office meetings.
• Maintain office supplies and equipment, including ordering and ensuring proper maintenance.
• Ensure the office is clean, tidy, and professionally maintained.
• Maintain confidentiality of all client and advocate information.
• Use the eCitizen platform to file legal matters and handle related online submissions.
• Manage tender processes end-to-end, including document preparation, submission, and follow-up, in line with office duties.

Qualifications & Skills

• Bachelor’s Degree in Business Management, Administration, or a relevant field (a background in Law or Legal Studies is an added advantage).
• Proficiency in ERP systems, MS Office, and PowerPoint, with good typing speed and high accuracy.
• Knowledge of office management systems and procedures.
• Prior experience in a law firm or knowledge of legal business operations is an added advantage.
• Minimum of 3 years’ proven experience in a similar administrative role.
• Excellent written and verbal communication skills.
• Courteous, professional demeanor with a strong sense of discretion.
• Strong organizational skills with the ability to prioritize, multitask, and meet deadlines.
• Mature, proactive, and able to work collaboratively with minimal supervision.

How to Apply

If you meet the above requirements, please send your application to vacancy@focusedhrsolutions.co.ke