Office Coordinator/ Receptionist

SUMMARY:

The responsibilities of this position are to handle all verbal and written communications, and all visitors to the firm, with courtesy and professionalism. The position may also require accurate and timely input of information into the time entry system; and the ability to organize travel/hotel reservations proficiently. The position reports to the Office Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

3+ years of experience as an office coordinator/ receptionist/ front office/ office admin/ admin assistant in a Law firm/ legal institution.

• Manage the switchboard, taking information and relaying it accurately.   
• Ensure that the reception area is always presentable.     
• Make sure that the newspapers are received every day and track annual subscription renewal dates.     
• Handling the process of submitting expense reports for Doha team members ensuring proper approvals are obtained before final submission for payment.  
• Manage the supply of stationary items and place purchase orders as needed.     
• Ability to type letters, legal and other documents, and agreements in proficient English.     
• Arrange appointments for visiting and permanent attorneys and maintain daily diary.     
• Maintains an up-to-date filing system for the office (i.e. hotels and courier fees) and/or specific attorneys.     
• Enter timesheets for attorneys and submit by appropriate deadline.     
• Make the necessary arrangements for restaurant, hotel and airline reservations.
• Handles all telephone calls with courtesy and professionalism.
• Checks messages on answering machines and informs concerned parties.    
• Address and assist visitors to the firm, with courtesy and professionalism and direct them to the concerned person.