Librarian

Company Description

Established in 2013, KS Legal & Associates is a full-service law firm renowned for delivering expert legal advice to some of India’s leading companies, institutions, and private groups. The firm is committed to providing responsive, strategic, and commercially astute legal solutions tailored to clients' evolving needs. Supported by a dynamic team of multi-specialist lawyers, the firm ensures that all matters are handled with the utmost skill and expertise. KS Legal & Associates is dedicated to achieving the best possible outcomes for its clients in every matter.

Role Description

This is a full-time on-site role for a Librarian, based in Mumbai. The Librarian will oversee library services, manage the organization and classification of resources, and maintain metadata standards. Key responsibilities include providing library instruction, organizing and updating library collections, and ensuring the seamless functioning of library management systems while supporting legal professionals in their research needs.

Job Overview:

The Librarian / File Management & Admin Executive will be responsible for systematically maintaining and organizing physical and digital files, ensuring proper record-keeping, numbering, indexing, and retrieval of case files, agreements, and documents. The role also involves assisting with general administrative duties to ensure smooth office functioning.

Key Responsibilities:

File & Record Management:

• Maintain a centralized filing system (physical and digital) for all documents, case files, and records.
• Assign unique file numbers and ensure proper labeling, indexing, and cataloguing of all files.
• Keep a log of files issued and returned by staff and track file movement to avoid loss or misplacement.
• Regularly audit and update the filing system to ensure accuracy and completeness.
• Manage archiving of old records and coordinate safe disposal of obsolete documents as per policy.

Library & Document Control:

• Maintain and update legal books, journals, and reference materials.
• Catalog new additions and ensure easy access for lawyers and staff.
• Assist in sourcing and maintaining updated copies of legal acts, circulars, notifications, and case law compilations.

Administrative Support:

• Assist in day-to-day administrative functions such as documentation, correspondence, and coordination with internal departments.
• Maintain registers, trackers, and record logs for all administrative files.
• Support the admin team in maintaining office supplies, stationery, and record room cleanliness.

Skills & Competencies:

• Strong attention to detail and organizational skills.
• Familiarity with record management practices (both physical and digital).
• Proficiency in MS Office (Excel, Word, Outlook) and file tracking systems.
• Ability to handle confidential information with discretion.
• Good communication and coordination skills.

Qualifications & Experience:

• Graduate in Library Science, Administration, or related field.
• 2–5 years of experience in file management, record keeping, or admin roles (preferably in a law firm or corporate office).

Work Style:

• Systematic, disciplined, and process-oriented.
• Able to work independently and ensure accountability in file movement.
• Must have experience in file management.