HARLEM SOLICITORS, a fully-fledged commercial Law firm headquartered in Ibadan, Oyo State, requires suitably qualified FEMALE candidates for the position of Legal Receptionist (reporting to the LEGAL SECRETARY).
Minimum Qualification: Degree
Experience Level: Entry level
Experience Length: 1 year
OND in Administration or any related discipline;
Must be between 21 and 26 years old;
Good verbal and written communication skills;
Work experience as an Executive Assistant, Personal Assistant or similar role (an advantage);
Excellent MS Office knowledge;
Outstanding organizational and time management skills, courage under fire and ability to multi-task;
Familiarity with office gadgets and applications (e.g. e-calendars and copy machines);
Excellent verbal and written communications skills;
Must be resident in, or willing to relocate to, Ibadan;
Must be willing to sign a Confidentiality/Non-Disclosure Agreement (NDA) once hired
designation: LEGAL RECEPTIONIST
Reports To: Legal Secretary/ Senior ParaLegal
Welcoming clients into the office politely in person and interfacing with them on the telephone; answering or directing inquiries in a courteous, efficient and timely manner; take notes/messages and redirect calls when appropriate;
Observing the fundamentals of telephoning;
Providing lawyers with direct assistance, such as gathering necessary documents for trials and submitting paperwork/documents to Clients and Courts including making travel and accommodation arrangements for lawyers in Chambers and other employees.
Writing emails, transcribing notes, copying, and creating spreadsheets or printing documents.
Routing correspondence, typing letters and documents.
Preparing minutes of meetings
Collecting and analyzing information; organizing client conferences, and lawyer’s meetings; scheduling couriers and processing third party and vendor invoices; preparing expense reports.
Producing information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics;
Facilitating the meeting of deadlines by keeping multiple agendas and provide timely reminders.
Scheduling client appointments, taking notes during meetings and maintaining the firm's legal research references.
Preparing invoices; tracking payments, following-up on delegated assignments.
Maintaining client confidence by keeping client’s/firm’s information strictly confidential.
Maintaining office supplies by checking stocks; placing and expediting orders; evaluating new products.
Ensuring operation of equipment by completing preventive maintenance requirements; calling for repairs.
Setting up client appointments and assigning workspaces and resources for new employees and trainee solicitors, Corps members, Interns, and operating/maintenance of office equipment such as telephones, computers and LAN and internet connections.