Legal Office Administrator

Key Responsibilities

• Administrative Support: Provide comprehensive administrative assistance to lawyers and legal staff, including preparing correspondence, reports, and legal documentation.
• Client Communication: Act as a first point of contact for clients, handling enquiries professionally and ensuring prompt responses or appropriate escalation.
• Document Management: Maintain accurate and organised client files, both electronic and physical, ensuring confidentiality and compliance with firm procedures.
• Diary and Meeting Coordination: Schedule appointments, meetings, and court-related engagements, managing calendars and arranging meeting logistics as required.
• File Administration: Assist with opening, updating, archiving, and closing client files in accordance with internal policies and regulatory requirements.
• Data Entry and Record Keeping: Accurately update databases, case management systems, and internal records to ensure information remains current and accessible.
• Compliance Administration: Support the collection and maintenance of client due diligence documentation and assist with administrative compliance processes.
• Stakeholder Liaison: Coordinate with clients, courts, government departments, and external service providers to facilitate smooth communication and efficient workflow.
• Office Coordination: Assist with general office administration, including managing incoming and outgoing correspondence, handling telephone calls, and supporting day-to-day operational needs.

Qualifications, Skills, and Attributes

• Education: A' Level standard of education is required. A qualification in administration, business studies, or a related field is considered an asset.
• Experience: Previous experience in an administrative role, ideally within a professional services, legal, or corporate environment.
• Language Skills: Excellent command of both Maltese and English, written and spoken, is a must.
• Communication Skills: Strong written and verbal communication abilities, with a professional and courteous approach to client and stakeholder interactions.
• Interpersonal Skills: Ability to build positive working relationships with colleagues, clients, and external contacts.
• Technical Skills: Proficient in Microsoft Office applications, including Word, Excel, Outlook, and document management systems.
• Organisation: Excellent time management skills with the ability to prioritise tasks, meet deadlines, and maintain accuracy in a fast-paced environment.
• Attention to Detail: High level of accuracy when handling documents, records, and confidential information.
• Self-Motivated: Capable of working independently while also contributing effectively as part of a team.
• Professionalism: Demonstrates discretion, integrity, and a commitment to maintaining confidentiality at all times.

What's on Offer

• Compensation: A competitive salary based on experience.
• Working Hours: Full-time role, office-based.
• Other Benefits: Supportive learning environment with full training provided to enable professional growth and development.
• Career Development: Opportunities to build strong administrative expertise within a professional legal environment, supporting a wide range of legal processes and contributing to ongoing career development in a structured and dynamic law firm setting.

What Heroix Offers

• Confidentiality and Discretion: Your job search will be handled with the utmost confidentiality and professionalism.
• CV Review: Receive candid & constructive feedback to enhance your CV.
• Interview Planning: Get personalised prep sessions prior to your interviews.
• Cultural Fit Assessment: Understand the company culture to ensure it's the right environment for you.
• Long Term: Gain insights into the role and company for a long-term, stable career move.
• Exclusive Opportunities: Access a broader range of job opportunities.
• Personalised Candidate Profile: Stand out with a detailed profile highlighting your strengths and skills.
• Ongoing Support and Guidance: Benefit from continuous support throughout your job search process.
• Networking Opportunities: Leverage our extensive network of industry contacts for exclusive positions.
• Time Efficiency: Save time and effort with our efficient and effective recruitment strategies.
• Tailored Job Matching: Find the perfect fit with customised job matching based on your skills and career goals.
• Feedback Loop: Stay informed and engaged with regular updates and feedback on your application status.

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Licensed and regulated by the Government of Malta under DIER Agency Licence No. 00412-2025