Receptionist/Secretary

Key Accountabilities

• Secretarial & Administrative Support: Provide comprehensive support to lawyers, including diary/calendar management, travel arrangements, expense claims, and maintaining CPD training records and seminar enrollments.

• Front Desk & Client Services: Act as the first point of contact by professionally greeting clients, answering and directing calls/emails, managing meeting room bookings, and handling urgent matters proactively.

• Document & Matter Management: Prepare, format, and amend correspondence and legal documents (including translation work if applicable). Maintain highly organized matter management and records systems.

• Billing Assistance: Provide billing support and prepare all bills accurately in accordance with the Firm's billing guidelines.

• Office Coordination & Logistics: Manage incoming/outgoing mail and couriers, monitor office/pantry supplies, coordinate with vendors, and ensure reception areas are consistently presentable.

• Basic IT & Onboarding Support: Provide hands-on support for video conference (VC) setups, basic IT troubleshooting (e.g., cold reboots), place service maintenance calls, and assist with new hire onboarding logistics.

Qualifications

• Education & Experience: Secondary School education (customer service training is a plus) with proven experience in a similar administrative, secretarial, or front desk role within a law firm or professional services environment.

• Technical Proficiency: Strong working knowledge of Microsoft Office (Word, Excel, PowerPoint), alongside a solid understanding of administrative procedures and billing processes.

• Client Service & Communication: Excellent verbal and written communication skills with strong telephone etiquette. Must possess an approachable, personable, and highly professional demeanor.

• Organizational Skills: Highly organized, detail-oriented, and capable of multitasking. Able to prioritize tasks effectively and manage time well in a fast-paced environment.

• Work Ethic & Interpersonal Skills: Proactive, reliable, and service-driven. Ability to build positive relationships with clients and colleagues, working effectively both independently and as part of a team.