- Maintain office services and Records
Design and implement office policies
Establish standards and procedures
Organize office operations and procedures
Ensure Office is ready for the day; conducive and all equipment are functioning properly
Attend office meetings
Plan and implement office systems
General maintenance of office equipment and building.
Ensure filing systems are maintained and up to date and accessible to all staff
Define procedures for record retention
Ensure protection and security of files and records
Ensure personnel files are up to date and secure
Supervise the office archives and the library. - Human Resources
Carry out Staff related issues, i.e. recruitments, terminations, reimbursable, discipline, rewards, etc
Process staff salaries and benefits
Process all staff requests and permission for leave, leave of absence, maternity, study leave, casual
leave, etc
Assign and monitor clerical and secretarial functions
Orientate and train administrative staff
Provide on the job and other training opportunities
Evaluate administrative staff performance
Supervise all administrative personnel
Preparation and monitoring of staff roasters.
3.
KEY TASKS AND RESPONSIBILITIES
Commented [BC1]: We have moved some duties under
office maintenance to the accounting role and merged
duties under maintenance of records with maintenance of
office services. - Accounting
Supervise office store to maintain and replenish inventory
Check stock to determine inventory levels
Verify receipt of supply
Ensure all Bills are paid promptly e.g. internet, telephone, insurances, service agreements,
leases etc mail dispatch
Handling of all confidential correspondence
Review and approve supply requisitions. - Seminar Planning and Coordination
Monitor and approve vendor needs for seminar
Prepare Budget and maintain records pertaining to seminar activities
Liase with partners on seminar facilitators and guest list
Supervise guests and attendees
Prepare and schedule seminar program, oversee and coordinate overall activities
Manage marketing and seminar outreach. - Social Media Management & Business Development
Ensure timely post and update on all social media handles
Manage proposals and conduct research on potential client
Send congratulatory and birthday messages to staff and client
Provides requested research using online tools to develop intelligence on prospective targets,
industries, business leads, etc.
Works in collaboration with partners and associates to ensure the firm capitalizes on firm-wide
programs and go-to-market strategies
Identifies, develops and targets growth strategies and plans focused on both financial gain and
increased client base
Initiates and supports cross-selling of legal services among lawyers.
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