Posted: By:Hiring Kenya
Role Objective
The holder of this position is the first point of contact for visitors and callers to the firm and shall maintain an organized, presentable, and welcoming office environment. He/she is responsible for professionally receiving guests, managing incoming and outgoing communications, and supporting general administrative tasks like filing, typing and printing of documents, when required. The position will report to the Relationship Manager
Liaising with: Conveyancing, Litigation, Commercial and Debt Recovery, Accounting, Finance & Admin departments.
Core Duties and Responsibilities
Manage the Partners’ schedule, including meetings, travel, and correspondence.
Receive visitors in a professional and courteous manner.
Direct visitors to the appropriate offices or personnel.
Respond to visitor and telephone inquiries efficiently and knowledgeably.
Ensure the reception area, boardroom, and client waiting areas are always clean, organized, and professionally presented.
Ensure visitors are served with refreshments.
Answer, screen, and direct incoming telephone calls and make outgoing calls.
Receive, register, and dispatch mail, deliveries, and documents.
Ensure that correspondence and documents are filed into respective files systematically.
Open new client files in coordination with the departments.
Assist in document preparation and typing when requested.
Assist in tea preparation and cleaning of the office in the absence of Office Assistant.
Coordinate with the Office Assistant to ensure continuous upkeep of the front area.
Any other duties as may be prescribed from time to time by the supervisor.
Job Specifications and Qualifications
A minimum of a secretarial course or front office certification.
At least 10 years of experience in a similar front office or receptionist role.
Key Competencies
Excellent verbal and written communication and listening skills.
Polite, professional, and well-groomed public image with strong interpersonal skills.
Ability to multi-task, prioritize, and manage time effectively.
Attention to detail in filing and document handling.
Patience, courtesy, and a positive, welcoming attitude.
