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.