Job Description: Receptionist & Administration Executive

Position Title: Receptionist & Administration Executive
Department: Administration / Office Management
Reports To: Managing Partner
Employment Type: Full-Time

Job Summary:

The Receptionist & Administration Executive serves as the primary front-line representative of the law firm. This dual-role position combines warm and professional front-desk client management with essential day-to-day office and administrative support. The ideal candidate maintains strict discretion and confidentiality, ensures a smooth and welcoming experience for visitors and callers, and keeps daily office operations organized and efficient.

Key Responsibilities:

Front Desk & Client Relations

- Visitor Management: Greet all clients, opposing counsel, witnesses, vendors, and delivery personnel warmly and professionally; issue visitor badges and notify relevant attorneys or staff of their arrival.
- Call Handling: Operate the multi-line phone switchboard to answer, screen, and route incoming calls, take clear and accurate messages, and manage voicemail queues.
- Client Intake Support: Handle initial basic client inquiries with empathy and discretion, gathering preliminary details and escalating complex intake issues appropriately.
- Lobby Presentation: Ensure the reception area, waiting room, and conference rooms remain clean, tidy, and presentable at all times.

Administrative & Calendar Support

- Calendar & Scheduling: Assist in managing attorney calendars, book and coordinate client meetings, depositions, and conference room reservations.
- Mail & Courier Services: Process, sort, log, and distribute incoming/outgoing mail, legal correspondence, and physical/digital courier deliveries; coordinate messenger and dispatch services as needed.
- Document & File Assistance: Help with basic document preparation, formatting, scanning, photocopying,



and physical/electronic case filing.
- Data Entry & Records: Maintain accurate front-desk logs, visitor registers, and basic administrative databases.

Office & Facility Operations

- Inventory & Supplies: Monitor, reorder, and stock office, pantry, and stationery supplies within designated budget guidelines.
- Vendor & Facility Coordination: Liaise with building management, cleaning crews, IT support, and equipment repair vendors for office maintenance and service requests.
- Event & Meeting Logistics: Assist with setting up meeting materials, refreshments, and technical equipment for internal team meetings or client conferences.
- Compliance & Confidentiality: Strictly uphold attorney-client privilege and safeguard sensitive firm and case documents in compliance with firm data privacy policies.

Required Qualifications & Skills

- Education: High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field preferred.
- Experience: 1+ years of experience as a receptionist, front-desk coordinator, or administrative assistant—ideally within a law firm, corporate legal department, or professional services environment.
- Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with office phone switchboard systems and legal practice management software.
- Communication Skills: Excellent verbal and written communication skills with a transparent, polite phone manner.
- Core Competencies:
- High level of discretion, integrity, and adherence to confidentiality.
- Strong organizational skills and the ability to multitask in a fast-paced environment.
- Service-oriented demeanor with strong problem-solving and de-escalation skills.

Email your updated CV to [email protected]

Pay: ₹30,000.00 - ₹40,000.00 per month

Benefits:

- Paid sick time
- Paid time off

Work Location: In person

📌 Receptionist/Administrator - Law Firm (India)
🏢 Lexicon Law Partners
📍 India