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.