Office Administrator

Our client, an established law firm, is looking for an Office Administrator to join their team.

Responsibilities

Support to partners and lawyers

• Manage lawyers' diaries: meetings, client calls, court sittings, hearings, and deadlines.
• Prepare, format, and proofread correspondence, legal documents, memos, and presentations.
• Assemble document bundles, court filings, and exhibits; arrange copies, scanning, and binding.
• Coordinate the signing and dispatch of documents, including courier and registered mail.
• Liaise with court registries, public registries, notaries, and government offices on routine filings and collections.
• Arrange travel, accommodation, and meeting logistics for partners and lawyers.

Client and front-office support

• Greet clients and visitors and handle incoming calls and the general mailbox professionally.
• Book and prepare meeting rooms, including video-conferencing set-up and refreshments

Files, records, and billing

• Maintain physical and electronic files in line with the firm's filing structure and retention policy.
• Record time entries, prepare draft invoices, and follow up on outstanding fees with the accounts team.
• Process lawyers' expense claims and disbursements.
• Keep contact lists, matter lists, and conflict-check records up to date.

Confidentiality and compliance

• Handle all client information under strict professional secrecy and GDPR requirements.
• Follow the firm's AML, data protection and information-security procedures

Requirements:

Essential

• At least 2 years' experience in an administrative or secretarial role.
• Minimum MQF Level 4 qualification, or equivalent experience.
• Excellent written and spoken English; Maltese is an advantage.
• Strong skills in Microsoft Word, Outlook and Excel, with fast, accurate typing.
• Proven ability to manage several diaries and competing deadlines.
• High level of discretion, reliability and attention to detail.

Desirable

• Previous experience in a law firm, notary's office or professional services firm.
• Familiarity with Malta's court and public registry procedures.
• Experience with practice-management, time-recording or document management software.
• A recognized qualification in office administration or legal secretarial studies.

Personal qualities

• Calm and professional under pressure.
• Proactive, anticipating what the lawyers need before being asked
• Courteous and polished with clients at every level.
• A team player who is comfortable taking ownership of tasks.

Benefits:

• A competitive salary depending on experience.
• Statutory and additional leave
• Health insurance
• Ongoing training and the chance to grow within a leading law firm.
• A professional, supportive team in a central office location