Office Administrative Assistant

About the Firm: J Shekhar Associates is a full-service boutique Law Firm having offices in Mumbai & other cities of India. It specializes in a wide range of legal services, dealing with litigation as well as non-litigation work.

Scope of the Firm:

- Litigation
- The Firm practices before the Supreme Court of India, High Court of Judicature at Mumbai and Delhi (Original side as well as Appellate.), NCLT, DRT and DRAT as well as District Court and Sessions Court.
- Non-Litigation
- The firm has extensive corporate & commercial experience in providing corporate legal advice as well as drafting of various documents

Vacancy: There is a vacancy for Assistant Office Administrator at Mumbai office.

We believe the proper office administrator can help our team reach their full potential by maintaining clear communication, managing visitors and vendors, handling correspondence, and creating a harmonious workplace. The details of the scope of employment is as follows:
Job Title: Administrative Assistant

Location: Fort, Mumbai

Employment Type: Full-time (In-office)

Office Timing: Monday to Saturday (9:15am to 7:30pm)

About the Role:
We are a reputed lawyer’s office located in the Fort area of Mumbai, seeking a dedicated and well-organized Administrative Assistant to join our team. This is a key support role, ideal for someone who is detail-oriented, reliable, and has a professional attitude.

Eligibility Criteria:

- Minimum Education: Graduate in any stream (Commerce/Arts preferred). Qualifications in secretarial studies will be an advantage
- Proven experience as an office administrator, office assistant or relevant role.
- Prior experience in legal or administrative roles (1-3 years preferred)
- Strong organizational skills, leadership skills, time management abilities, Communication skills and Interpersonal skills
- Experience with technology and software
- Familiarity with office management procedures and basic accounting principles
- Excellent knowledge of MS Office (Word, Excel, Outlook) and office management software, as well as basic internet use
- Good communication skills in English, Hindi, and Marathi
- Ability to maintain confidentiality and professionalism.

Work Scope: The office administrator would be an integral part of our office and would be responsible for the smooth running of our offices and contributes in driving sustainable growth

The responsibilities would include:

- Oversee and manage all aspects of the law firm's administrative functions, including day-to-day functioning of the Mumbai office, office supplies, equipment, maintenance, and security, thereby ensuring that administrative processes run smoothly.
- Assisting all Partners of the firm and maintaining co-ordination between offices in Mumbai, Pune and Delhi.
- Provide support to the advocates and administrative staff
- Maintaining diary of the partners, Handle appointment scheduling, client meetings, and calendar management
- Welcoming & Greeting clients at the time of meetings
- Maintaining & assisting the legal clerks for preparation of Weekly Board as well as Daily Board of the office
- Maintaining Inward & Outward register
- Maintaining attendance Register
- Supervise office staff, including clerical and administrative personnel as well as housekeeping staff.
- Perform general clerical duties including photocopying, scanning, and filing (physical and e-filing)
- Maintain filing systems and ensure the proper retention, protection, and disposal of records, as well as organize case files, client records, and legal documents
- Manage data entry and other record-keeping tasks with respect to the cases of the firm
- Updating case status, dates in the system & updating the same to the client
- Intimating clients about the listing of the cases and the status of the same
- Resolving clients administrative & clerical issues
- Oversee office supplies and taking periodic inventory of Library, Case Papers and Pantry, to ensure resources are available when needed.
- Establish and implement office policies and procedures to maintain order and efficiency. Review and update office policies as necessary to reflect changing needs
- Coordinate with clients, vendors, and court offices when required
- Coordinate with technicians for office maintenance and repairs vis-à-vis Maintaining AMC of the company
- Ensure a healthy, safe and clean work environment.
- Provide regular office operations reports to management and identify areas for improvement.
- Support the recruitment, onboarding, and training of new employees
- Accounting responsibilities:
(a)Releasing salary and stipend on timely basis

(b)Maintaining & releasing all day to day & monthly expenses

(c)Preparation of Client Engagement Letters, process invoices and manage accounts payable and receivable.

(d)Drafting and scrutinizing of various bills

(e)Handling entire accounts & petty cash of the firm

(f)Making and Issuing of Vouchers

(g)Making payments of the vendors

(h)Assist with bud