Receptionist

Job description

Receptionist

Location: Lusaka, Zambia
Job Type: Full-time
Reports to: Office Manager / Senior Accountant

Job Summary:

We are looking for a highly professional and proactive Receptionist to be the face and voice of our esteemed legal firm. The ideal candidate will deliver exceptional client service, manage front desk operations seamlessly, and provide administrative support to legal professionals. This role demands poise, discretion, efficiency, and a keen eye for detail in a fast-paced legal environment.

Key Responsibilities:

Create a warm, professional, and welcoming atmosphere for clients, visitors, and stakeholders.
Manage all front desk activities, ensuring efficiency and exceptional customer service.
Screen and route calls professionally while handling client inquiries with discretion.
Maintain a well-organized and presentable reception area at all times.
Schedule, confirm, and coordinate client appointments with attorneys.
Manage incoming and outgoing correspondence, including emails, calls, mail, and deliveries.
Maintain accurate records of client visits, appointments, and case file references.
Assist in organizing and coordinating meetings, conferences, and firm events.
Handle and process sensitive legal documents with utmost confidentiality.
Assist in drafting and formatting basic legal correspondence and reports.
Coordinate document filings, liaising with legal clerks and court messengers as needed.
Ensure compliance with data protection and legal office best practices.
Utilize legal practice management software to schedule meetings and manage case data.
Maintain and update the firm’s contact database and appointment scheduling systems.
Ensure office supplies and resources are well-stocked and efficiently managed.

Minimum Qualifications & Skills:

Grade 12 Certificate (minimum); a Diploma in Office Administration, Secretarial Studies, Business Management, or a related field is preferred.
3+ years of experience as a receptionist, preferably in a legal or corporate environment.
Exceptional verbal and written communication skills in English.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Experience with legal office management software is an advantage.
Strong multitasking, time management, and organizational abilities.
Poised, professional, and highly presentable.
Confidentiality and discretion are non-negotiable.
Strong attention to detail and accuracy.
Ability to handle high-pressure situations with diplomacy and grace.
Team player with a positive, solution-oriented mindset.

Application Process:

Interested candidates should submit their CV and a professional cover letter to link here by March 25,2025. Only shortlisted candidates will be contacted.