Receptionist/Admin

JOB SPECIFICATION: LEGAL RECEPTIONIST

Position Title

Legal Receptionist

Reporting To

Director / Office Manager

Department

Administration and Reception

Purpose of the Position

The Legal Receptionist serves as the first point of contact for clients, estate agents, banks, and service providers. The successful candidate will be responsible for managing the reception area, screening calls, supporting the legal team, collecting FICA documentation, opening files, and ensuring the smooth day-to-day operation of the firm.

Key ResponsibilitiesReception and Client Relations

• Welcome and assist clients, estate agents, counsel, and service providers professionally.
• Ensure that all visitors are received courteously and directed appropriately.
• Maintain a neat and professional reception area and boardroom.
• Prepare meeting rooms for consultations and client appointments.
• Offer refreshments to clients where required.

Telephone and Communication Management

• Answer incoming calls promptly and professionally.
• Screen calls for directors and attorneys and prioritise urgent matters.
• Take accurate messages and ensure prompt delivery.
• Manage the firm's general email inbox.
• Follow up on client queries and provide updates where authorised.

Legal and Conveyancing Support

• Open physical and electronic client files.
• Request and collect FICA documentation from clients.
• Ensure all FICA records are complete and filed correctly.
• Liaise with estate agents, bond originators, banks, municipalities, and clients.
• Assist with conveyancing administration and the preparation of standard documents.
• Track and update the status of property transfers and matters.
• Assist with deceased estate administration and filing.

Administrative Duties

• Scan, copy, print, file, and archive documents.
• Receive and distribute mail and courier deliveries.
• Arrange outgoing courier collections.
• Manage office stationery and consumables.
• Maintain appointment diaries and meeting schedules.
• Keep attendance registers and office records up to date.

Compliance and Confidentiality

• Maintain strict confidentiality in relation to client information and firm matters.
• Ensure compliance with the firm's policies and procedures.
• Assist in maintaining compliance with FICA requirements and other regulatory obligations.

Minimum RequirementsQualifications

• Grade 12 (Matric).
• Certificate or diploma in administration or legal administration will be advantageous.

Experience

• Minimum of two years' experience as a receptionist or administrator.
• Previous experience in a legal, conveyancing, or estate administration environment will be advantageous.

Skills and Competencies

• Excellent verbal and written communication skills.
• Professional telephone etiquette.
• Strong customer-service orientation.
• Computer literacy, including Microsoft Word, Excel, Outlook, and legal software systems.
• Strong organisational and multitasking skills.
• Excellent attention to detail.
• Ability to work under pressure and meet deadlines.
• Ability to handle confidential information with discretion.

Personal Attributes

• Professional appearance and demeanour.
• Friendly and approachable personality.
• Punctual and reliable.
• Proactive and self-motivated.
• Strong work ethic.
• Team player with excellent interpersonal skills.

Key Performance Indicators

• Calls answered promptly and professionally.
• Accurate message-taking and follow-up.
• Proper maintenance of reception and filing systems.
• Complete and compliant FICA records.
• Efficient handling of client queries.
• Professional communication with clients and third parties.
• Consistent punctuality and attendance.

Working Hours

Monday to Friday: 8h30 to 17h00.

Additional hours may be required depending on operational requirements.

Salary

Market-related and dependent on qualifications and experience.

Pay: Up to R9 000,00 per month

Work Location: In person