Job Description

Job Summary:

We are seeking a professional and highly organized Administrative Assistant cum Receptionist to join our law firm. The ideal candidate will be the first point of contact for clients and visitors, providing a welcoming and efficient front desk experience while also supporting administrative tasks to ensure smooth office operations.

Key Responsibilities

As the first point of contact for the Firm, the Front Desk Administrator is responsible for delivering professional reception services while providing administrative and operational support to ensure the smooth running of the office.

Responsibilities include:

• Welcome clients, visitors & guests in a professional, courteous & friendly manner. 
• Answer, screen & direct incoming telephone calls promptly. 
• Manage meeting room bookings & assist with scheduling appointments. 
• Handle incoming & outgoing mail, courier services & deliveries. 
• Maintain a clean, organised & presentable reception and common areas. 
• Prepare, scan, photocopy, file & organise documents as required. 
• Maintain accurate records, databases & filing systems. 
• Provide administrative support to lawyers & other team members. 
• Monitor office supplies & stationery, ensuring adequate stock levels & coordinating purchases when required. 
• Liaise with vendors, building management & service providers on office maintenance, repairs & general office matters. 
• Ensure office equipment, including printers, photocopiers & telephones, are in good working order & report any issues promptly. 
• Assist with invoice tracking, petty cash administration & other basic administrative accounting tasks. 
• Support the coordination of IT, facilities & office maintenance matters with external service providers. 
• Assist in maintaining office procedures, administrative systems & internal records. 
• Ensure the confidentiality & proper handling of client information, legal documents & firm records. 
• Assist in organising meetings, training sessions, firm events & travel arrangements where required. 
• Support compliance with the Firm's policies, procedures & internal administrative requirements. 
• Carry out other administrative & operational duties as assigned by Management from time to time. 

Job Requirements

Job Requirements

• Diploma or Bachelor's Degree in Communication, Business Administration, Office Management or a related field is preferred. 
• Minimum 1 to 3 years' experience in a receptionist, front desk, administrative or office support role. 
• Fresh graduates with a positive attitude are encouraged to apply. 
• Good command of English & Bahasa Malaysia, both spoken & written.
• Proficient in Microsoft Office applications (Word, Excel, Outlook & PowerPoint). 
• Strong organisational skills with the ability to prioritise tasks & manage multiple responsibilities. 
• Professional, well groomed & customer service oriented with a pleasant personality. 
• Strong interpersonal skills with the ability to communicate effectively with clients, colleagues & external parties. 
• High level of integrity, discretion & ability to maintain confidentiality. 
• Meticulous, dependable & able to work independently with minimal supervision. 
• Willing to learn, adaptable & able to thrive in a fast paced working environment.

Skills