Secretary/Receptionist

Job Description

• Receive, welcome and assist clients, visitors and other guests in a professional, courteous and confidential manner.
• Answer, screen and direct telephone calls, emails and other correspondence, and respond to routine client enquiries in a timely and professional manner.
• Serve as the primary point of contact for clients by providing updates on documentation, appointments, court dates and other administrative matters, while escalating legal queries to the relevant advocate.
• Manage the reception area and ensure it remains clean, organised and presentable at all times.
• Schedule appointments, meetings, court attendances and maintain diaries and calendars for advocates.
• Prepare, type, format, proofread and print legal and administrative documents, correspondence, agreements, pleadings and reports as instructed.
• Draft routine legal and administrative documents, including letters, fee notes, invoices, simple agreements, affidavits, resolutions, statutory forms and other standard precedents under the supervision of an advocate.
• Prepare court filing bundles and lodge documents with courts, registries and government agencies through the relevant electronic filing systems or physical filing processes, and track their progress.
• Receive, register, distribute and dispatch incoming and outgoing correspondence and legal documents.
• Maintain organised physical and electronic filing systems, ensuring all client files, legal documents and records are accurate, secure and readily accessible.
• Open new client files, maintain client records and archive closed files in accordance with the Firm's policies.
• Photocopy, scan, print, bind and compile legal documents and transaction or litigation bundles.
• Coordinate meetings, prepare meeting rooms and arrange refreshments where necessary.
• Monitor office stationery and administrative supplies and coordinate replenishment.
• Liaise with clients, advocates, courts, registries, government agencies, messengers and service providers to facilitate the efficient handling of legal matters.
• Assist with billing processes, including preparing fee notes, invoices, engagement letters and following up on outstanding documentation where required.
• Perform general administrative duties and any other responsibilities reasonably assigned by the Firm from time to time.