Legal Secretary / Front Desk Administrator at UNOCASA Limited

Job Summary

• Oversees management of the reception area.
• Receives, interacts, directs guests and visitors, and ensures quick and prompt responses to inquiries.
• Provides administrative support to lawyers; assists with typing and correcting legal documents before dispatch to client locations.
• Organizes and maintains all official documents with a proper filing system. Schedules meetings, appointments and events and sends out timely reminders.
• Oversees management of the reception area to receive and welcome guests.
• Directs guests, clients, and other visitors to the appropriate offices.
• Ensures the front desk workspace is neat and tidy at all times.
• Updates clients’ database with contact information as required.
• Liaises with security personnel to manage guests and emergency situations.
• Handles internal and external telephone communications professionally.
• Receives calls, takes note of important information, and redirects calls when appropriate.
• Attends to all inquiries, directs communication to the appropriate person and ensures prompt response to clients’ complaints.
• Sorts and distributes incoming and outgoing emails and ensures letters for the managing partner are shared with him.
• Keeps inventory of office supplies, stationaries, and diesel.
• Provides administrative support to lawyers in the firm.
• Operates and maintains office machines including printers, intercoms, scanners, and photocopying machines.
• Types, edits, prints, and photocopies legal documents before dispatch.
• Makes reservations for external meetings and events for staff and sends out timely reminders.
• Schedules and sends reminders for in-house meetings and takes minutes.
• Maintains, retrieves, and files all official documents using a proper filing system.
• Produces and files various legal documents such as appeals, motions, or petitions, and litigations.
• Maintains a filing system and documents repository for the firm.
• Ensures dispatch delivers letters and court processes on time.
• Monitors and tracks deadlines and keep multiple agendas and provides timely reminders.
• Monitors the firms’ facilities and ensures proper maintenance of office assets.
• Liaises with the vendors and purchases office supplies.
• Performs other tasks as assigned by the practice manager.