Receptionist/Administrator - Law Firm

Job Description

Receptionist & Administration Executive

Position Title

Receptionist & Administration Executive

Department

Administration / Office Management

Reports To

Managing Partner

Employment Type

Full-Time

Job Summary

The Receptionist & Administration Executive serves as the primary front-line representative of the law firm. This dual-role position combines warm and professional front-desk client management with essential day-to-day office and administrative support. The ideal candidate maintains strict discretion and confidentiality, ensures a smooth and welcoming experience for visitors and callers, and keeps daily office operations organized and efficient.

Key Responsibilities

Front Desk & Client Relations

Visitor Management: Greet all clients, opposing counsel, witnesses, vendors, and delivery personnel warmly and professionally; issue visitor badges and notify relevant attorneys or staff of their arrival.

Call Handling: Operate the multi-line phone switchboard to answer, screen, and route incoming calls, take clear and accurate messages, and manage voicemail queues.

Client Intake Support: Handle initial basic client inquiries with empathy and discretion, gathering preliminary details and escalating complex intake issues appropriately.

Lobby Presentation

Ensure the reception area, waiting room, and conference rooms remain clean, tidy, and presentable at all times.

Administrative & Calendar Support

Calendar & Scheduling: Assist in managing attorney calendars, book and coordinate client meetings, depositions, and conference room reservations.

Mail & Courier Services: Process, sort, log, and distribute incoming/outgoing mail, legal correspondence, and physical/digital courier deliveries; coordinate messenger and dispatch services as needed.

Document & File Assistance

Help with basic document preparation, formatting, scanning, photocopying, and physical/electronic case filing.

Data Entry & Records

Maintain accurate front-desk logs, visitor registers, and basic administrative databases.

Office & Facility Operations

Inventory & Supplies

Monitor, reorder, and stock office, pantry, and stationery supplies within designated budget guidelines.

Vendor & Facility Coordination: Liaise with building management, cleaning crews, IT support, and equipment repair vendors for office maintenance and service requests.

Event & Meeting Logistics: Assist with setting up meeting materials, refreshments, and technical equipment for internal team meetings or client conferences.

Compliance & Confidentiality: Strictly uphold attorney-client privilege and safeguard sensitive firm and case documents in compliance with firm data privacy policies.

Required Qualifications & Skills

Education: High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field preferred.

Experience: 1+ years of experience as a receptionist, front-desk coordinator, or administrative assistant—ideally within a law firm, corporate legal department, or professional services environment.

Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with office phone switchboard systems and legal practice management software.

Communication Skills

Excellent verbal and written communication skills with a clear, polite phone manner.

Core Competencies

High level of discretion, integrity, and adherence to confidentiality.

Strong organizational skills and the ability to multitask in a fast-paced environment.

Service-oriented demeanor with strong problem-solving and de-escalation skills.

Email your updated CV to batul.diwan@lexiconlaw.in

Pay

₹30,000.00 - ₹40,000.00 per month

Benefits

Paid sick time

Paid time off

Work Location

In person