Job Purpose
To manage and oversee the administrative and operational functions of the law firm, ensuring smooth daily operations and effective coordination between lawyers, administrative staff, and clients, while maintaining the highest level of professionalism and confidentiality.
Key Responsibilities
1) Daily Office Management
- Oversee and organize daily office operations.
- Ensure office readiness (facilities, equipment, and work tools).
- Handle and resolve operational issues as they arise.
- Ensure compliance with internal policies and procedures.
2) Staff Management
- Supervise secretaries, filing staff, and administrative assistants.
- Assign tasks and follow up on execution.
- Evaluate performance and prepare periodic reports for management.
- Train and onboard new employees on office systems and procedures.
3) Legal Files & Documentation
- Supervise the filing and archiving of cases and contracts (physical and digital).
- Ensure confidentiality of all legal documents and data.
- Organize court sessions, hearings, and internal meetings schedules.
- Coordinate the circulation of files between lawyers.
4) Client Coordination
- Organize client reception and appointment scheduling.
- Ensure high-quality client service.
- Handle administrative complaints and coordinate resolutions.
- Act as an administrative point of contact between clients and the firm.
5) Financial & Administrative Affairs
- Monitor and control operational expenses.
- Coordinate with the accountant regarding invoices and payroll.
- Manage office supplies and procurement.
- Follow up on service providers contracts (cleaning, security, maintenance).
6) Coordination with Management & Lawyers
- Organize lawyers schedules and calendars.
- Follow up on case deadlines and commitments.
- Prepare periodic operational reports.
- Implement instructions from partners or senior management.
Qualifications & Experience
- Bachelor's degree in Business Administration, Commerce, or a related field.
- 35 years of experience in office management (experience in a law firm is preferred).
- Experience managing and coordinating administrative teams.
- Good understanding of legal office operations is a strong plus.
Required Skills
- Strong organizational and time-management skills.
- Leadership personality with professionalism and diplomacy.
- Ability to work under pressure.
- Proficiency in MS Word, Excel, and filing/archiving systems.
- Excellent communication skills.
- High level of confidentiality and integrity.
Authority & Scope
- Full supervision of daily administrative operations.
- Direct supervision of administrative staff.
- Authority to propose operational and administrative improvements.
- Liaison with suppliers and service providers.
