Administration

Company Description

The Administration plays a key role in ensuring smooth daily operations of the Law firm. The role ensures a professional front desk presence, excellent communication abilities, and support to Lawyers and Admin while maintaining confidentiality and a welcoming and well-organized front office.

Job Description

Front Desk & Client Reception

• Welcome clients and visitors in a professional, courteous, and discreet manner.
• Ensure reception area and conference rooms remain tidy, organized and reflect the firm’s professional image.
• Manage client waiting times and inform Lawyers of arrivals promptly.
• Manage incoming phone calls, screen and identify the caller's needs and direct them to the appropriate lawyers appropriately.
• Handle general inquiries and provide accurate information within authorized limits.
• Take detailed and accurate messages when lawyers are unavailable, ensuring they are delivered via email or internal messaging immediately.

Administrative & Secretarial Support

• Handle incoming and outgoing correspondence (emails, letters, courier deliveries, legal notifications) and ensure timely delivery to the legal team.
• Create and organize physical and digital files for all new clients including all required documentation.
• Accurately type, format, and proofread legal and administrative documents in Arabic, English and French.
• Manage document printing, scanning, copying, filing, and archiving (physical and digital).
• Maintain organized filing systems ensuring confidentiality and easy recovery.
• Provide general administrative support to lawyers and management.

Scheduling & Coordination

• Coordinate meeting rooms schedules and ensure such rooms are prepared (equipment, documents, refreshments if required).
• Arrange appointments, meetings, and conference calls.
• Coordinate with internal team to ensure smooth daily operations.
• Timely remind lawyers of court hearings, business appointments and other dues.

Office Management Support

• Monitor office supplies and stationery; place orders when needed.
• Cooperation with service providers (couriers, suppliers, maintenance, IT support, cleaning).
• Handleg petty cash, track office expenses, prepare basic invoices for clients, and manage utility payments.
• Support basic office logistics and daily operational needs.

Confidentiality & Professional Conduct

• Maintain strict confidentiality of client information, documents, and firm matters.
• Adhere to internal policies and professional standards at all times.
• Represent the Law firm professionally in all interactions.

Qualifications

• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office (Word, Outlook, Excel) and basic office systems.
• Strong organizational and time-management abilities.
• Ability to multitask and prioritize deadlines.
• Professional appearance and attitude.
• High attention to detail and accuracy.
• Discretion, integrity and reliability.
• Fluency in Arabic.
• Very good command of English.
• Knowledge of French is a strong advantage.

• Degree or certificate in Office Management or related field.
• Previous experience in a Law firm or professional services environment is an advantage.
• Familiarity with legal terminology is a plus.