Front Office & Client Services Administrator

Job Vacancy: Front Office & Client Services Administrator

Industry: Legal

Reporting To: HR/Admin

Gross Salary: Kshs. 97,587

Location: Nairobi

Role Summary

Our client is seeking a polished and highly organized Front Office & Client Services Administrator to serve as the face of their legal firm. This dual-purpose role requires a unique blend of high-level hospitality and meticulous back-office administration. You will be responsible for ensuring a professional first impression for clients while simultaneously managing the firm’s registry and file movement systems. The ideal candidate is a detail-oriented professional who can navigate the fast-paced environment of a law firm, ensuring that client inquiries are handled with care and legal records are maintained with absolute integrity.

The Role

Client Experience & Reception Excellence

• Direct the reception desk operations, ensuring every visitor and client receives a courteous and professional welcome.

• Orchestrate incoming telecommunications and digital inquiries, routing them to the appropriate legal departments.

• Maintain a pristine and professional front office environment that reflects the firm’s prestige.

• Coordinate client meetings and provide essential front-facing support to ensure a seamless service experience.

Registry & File Management Support

• Execute daily file management protocols, including the formal opening and maintenance of client case files.

• Manage the firm’s "bring-up" schedule, ensuring files are retrieved from the registry and delivered to advocates on time.

• Conduct regular audits of the registry to identify and correct misfiled documents, ensuring the total integrity of legal records.

• Oversee the file closure lifecycle, maintaining accurate closure logs and secure documentation archiving.

Database Management & Systems Integrity

• Perform high-accuracy data entry across internal legal management systems (e.g., Wakili system).

• Track and report on file movements and status updates to ensure transparent record-keeping.

• Safeguard the database against errors, ensuring all digital records mirror physical files.

General Operations & Administrative Assistance

• Monitor and manage office inventory, ensuring supplies are replenished proactively.

• Provide backup administrative support to legal secretaries and clerks during high-volume periods.

• Assist in logistical coordination for office setups or operational transitions.

• Uphold strict confidentiality and ethical standards when handling sensitive client information.

Qualifications & Background

Professional Profile

• Education: Diploma or Degree in Business Administration, Office Management, or a related field.

• Experience: 4 to 5 years of proven experience in front office, administration, or customer service roles.

• Sector Advantage: Previous experience within a legal or professional services environment is highly desirable.

• Technical Skills: Advanced proficiency in Microsoft Office and legal database systems.

Core Competencies

• Service Orientation: A strong drive to deliver high-quality client service.

• Meticulousness: Exceptional attention to detail, particularly regarding record-keeping and filing.

• Multitasking: Ability to balance immediate client needs at the front desk with long-term administrative tasks.

• Integrity: Proven ability to handle sensitive and confidential information with the highest level of professionalism.

If you are up to the challenge and possess the necessary qualifications and experience, please send your CV only quoting the job title in the email subject (Front Office & Client Services Administrator – Legal) before 20th April 2026.