Job summary

Our client is looking to hire a Front Office & Client Services Administrator to serve as the first point of contact for clients and visitors, ensuring a professional and seamless front office experience. The role also provides critical administrative and registry support, maintaining efficient file management systems .

Min Qualification:

Bachelors

Experience Level:

Mid level

Experience Length:

4 years

Language Requirement:

English

Working Hours:

Full Time - 9 to 5

Applicant Location:

Nairobi, Kenya

Job descriptions & requirements

Reporting To: HR/Admin

Industry: Legal

Gross Salary: Ksh 97,587

Role Summary

Our client is looking to hire a Front Office & Client Services Administrator to serve as the first point of contact for clients and visitors, ensuring a professional and seamless front office experience. The role also provides critical administrative and registry support, maintaining efficient file management systems and contributing to overall office operations.

This position requires a detail-oriented, service-driven individual with strong organizational skills and the ability to manage both client-facing and back-office responsibilities effectively.

Key Responsibilities

Front Office & Client Experience

• Manage the reception desk, welcoming clients and visitors in a professional and courteous manner.
• Handle incoming calls, inquiries, and client coordination efficiently.
• Ensure a high standard of client service and uphold the firm’s professional image at all times.

Administrative & Registry Support

• Support daily file management processes, including opening and maintaining client case files.
• Assist with file retrieval from the registry as requested by advocates and legal staff.
• Update and maintain accurate file movement and “bring-up” schedules within the system.
• Ensure proper filing, organization, and integrity of registry records, including identifying and correcting misfiled documents.
• Generate and manage file closure documentation and maintain closure logs.

Database & Systems Management

• Maintain accurate data entry across internal systems (e.g., Wakili system)
• Ensure proper record-keeping and database integrity.
• Support reporting and tracking of file movement and status.

Office Operations & Support

• Assist in office setup, relocations, and operational transitions.
• Manage and monitor office inventory, including supplies and materials.
• Provide general administrative support to legal secretaries and clerks as needed.
• Perform any other duties as may be assigned from time to time in line with the role and organizational objectives.

Qualifications & Experience

• Diploma or Degree in Business Administration, Office Management, or related field.
• Minimum of 4 to 5 years of experience in front office, administration, or customer service roles.
• Experience in a legal or professional services environment is an added advantage.
• Proficiency in Microsoft Office and database systems.

Key Competencies

• Strong client service orientation and professional communication skills.
• High attention to detail and organizational ability.
• Working knowledge of administrative systems and databases.
• Ability to multitask and manage competing priorities.
• Integrity and confidentiality in handling sensitive information.

• Manage the reception desk, welcoming clients and visitors in a professional and courteous manner.
• Handle incoming calls, inquiries, and client coordination efficiently.
• Ensure a high standard of client service and uphold the firm’s professional image at all times.
• Support daily file management processes, including opening and maintaining client case files.
• Assist with file retrieval from the registry as requested by advocates and legal staff.
• Update and maintain accurate file movement and “bring-up” schedules within the system.
• Ensure proper filing, organization, and integrity of registry records, including identifying and correcting misfiled documents.
• Generate and manage file closure documentation and maintain closure logs.
• Maintain accurate data entry across internal systems (e.g., Wakili system)
• Ensure proper record-keeping and database integrity.
• Support reporting and tracking of file movement and status.
• Assist in office setup, relocations, and operational transitions.
• Manage and monitor office inventory, including supplies and materials.
• Provide general administrative support to legal secretaries and clerks as needed.
• Perform any other duties as may be assigned from time to time in line with the role and organizational objectives.

• Strong client service orientation
• Professional communication skills
• High attention to detail
• Organizational ability
• Working knowledge of administrative systems and databases
• Ability to multitask
• Ability to manage competing priorities
• Integrity
• Confidentiality
• Proficiency in Microsoft Office
• Proficiency in database systems

• Diploma or Degree in Business Administration, Office Management, or related field.
• Minimum of 4 to 5 years of experience in front office, administration, or customer service roles.
• Experience in a legal or professional services environment is an added advantage.
• Proficiency in Microsoft Office and database systems.