Office Assistant

We are looking for an experienced and detail-oriented Office Administrator to oversee and manage the day-to-day administrative operations of our law firm. The ideal candidate will ensure smooth coordination across teams, maintain meticulous records of legal and financial data, manage client communications, and uphold a high standard of organizational efficiency.

This is a core operational role that directly supports the firm's partners, lawyers, and clients — ensuring that administrative processes, documentation, and communications flow seamlessly and professionally.

Key Responsibilities

A. File & Document Management

• Create, maintain, and organize both physical and digital client files in accordance with firm standards.
• Maintain accurate indexing, version control, and secure filing of all case-related documents.
• Track filing, submissions, and receipts for legal pleadings, notices, and correspondences.
• Ensure confidential handling of all sensitive case data and client information.
• Coordinate with lawyers and paralegals for document compilation, printing, and couriering of legal papers.

B. Data Entry, Record-Keeping & Compliance

• Accurately enter case details, client information, billing data, and status updates into the firm's database or case management system.
• Maintain comprehensive records of all case timelines, hearings, filings, and client communications.
• Prepare regular MIS reports and internal summaries for management review.
• Ensure compliance with firm documentation standards and audit requirements.

C. Client Coordination & Relationship Management

• Act as a primary point of contact for client calls, emails, and walk-ins.
• Handle client onboarding formalities — KYC, file opening, data capture, and document collection.
• Schedule and coordinate client meetings, calls, and hearings with partners and associates.
• Share status updates, reminders, and follow-ups with clients in a professional manner.
• Maintain a courteous, confidential, and client-first approach at all times.

D. Inward & Outward Register Management

• Maintain and track all incoming and outgoing documents, including legal notices, court filings, and courier packages.
• Ensure prompt dispatch and acknowledgment of all legal communications.
• Maintain daily registers/logs (physical and digital) for tracking inward/outward correspondences.
• Liaise with external courier partners and ensure timely deliveries.

E. Payment Coordination & Follow-Up

• Maintain a payment tracker for all client accounts and ongoing matters.
• Send timely reminders to clients for pending invoices and advances.
• Coordinate with the accounts team for invoice generation, receipt entries, and reconciliations.
• Follow up with clients regarding payment commitments and share updates with management.
• Maintain confidentiality in handling fee structures, retainer terms, and settlements.

F. Scheduling, Meetings & Calendar Management

• Manage and update the office calendar for hearings, client meetings, deadlines, and team discussions.
• Coordinate schedules of partners and lawyers to ensure optimal meeting alignment.
• Prepare meeting materials, minutes, and post-meeting action trackers.
• Support travel arrangements for partners/lawyers when required (train/flight bookings, hotel arrangements, etc.).

G. Internal Coordination & Office Support

• Facilitate communication between the legal, accounts, and administrative teams.
• Maintain stock of office supplies, stationery, and printing materials.
• Coordinate with IT or facility vendors for maintenance and support.
• Assist in onboarding new interns, lawyers, and staff, including orientation and document setup.
• Support senior management with administrative tasks, reporting, and planning.

H. Office Process & System Management

• Propose and implement process improvements for documentation and data management.
• Maintain high operational standards across departments — accuracy, timeliness, and compliance.
• Support partners in preparing firm-wide performance, case, and revenue reports.
• Ensure all records and systems are audit-ready at all times.

Skills & Competencies Required

• Excellent verbal and written communication skills in English (knowledge of Hindi preferred).
• Strong organizational, multitasking, and prioritization abilities.
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint) and basic accounting tools.
• Familiarity with law firm operations, legal documentation, and court filing procedures preferred.
• Ability to maintain confidentiality and handle sensitive data responsibly.
• A proactive, disciplined, and service-oriented mindset.
• Attention to detail and ability to work independently under minimal supervision.

Qualifications

• Graduate in Commerce, Administration, Management, or Law.
• Diploma or certification in Office Management or Business Administration (preferred).
• Minimum 2 years of experience in office administration — preferably in a law firm or professional services firm.

Key Performance Indicators (KPIs)

• Accuracy of record keeping and document organization.
• Timeliness in client and internal coordination.
• Effectiveness of payment and billing follow-ups.
• Quality and consistency of administrative reporting.
• Overall contribution to operational efficiency and client satisfaction.