To provide efficient administrative and office support to the wider team, ensuring the smooth day-to-day running of the office. Responsibilities include managing incoming and outgoing post, scanning and uploading documents to relevant files, supporting solicitors with general administrative duties, managing archiving processes, coordinating meeting room bookings, reception cover, and ordering office supplies and services.
• Opening, stamping, sorting, and scanning post in the mornings, including scanning court documents, reports etc for litigation files and folios etc for conveyancing files & following the specific request of how to handle each solicitor’s post.
• Inputting these post scans into the relevant files and folders in Evolve, as well as pleadings and various documents.
• Using evolve & its features to input post going in/ out as well as documents for briefs etc.
• Logging IT tickets for the office/ various solicitors, handling IT inventory & corresponding with IT team.
• Managing archiving; organising archiving spreadsheet, sending and recalling archive boxes, archiving/ closing files in evolve, following checklists & protocol when it comes to archiving files and advising staff when it comes to this.
• Preparing post going out in evenings.
• Frequently helping solicitors with correspondence, printing, filing, opening files, creating briefs & booklets for court, scanning etc.
• Managing the booking of boardroom and staff meetings, as well as keeping the boardroom presentable.
• Managing the reception phone.
• Ordering of stationary equipment for office.
• Ordering of post equipment e.g. DX stickers.
• Ordering printer equipment and liaising with printer companies for printer faults & calling engineers to fix issues and faults with printers.
• Ordering of taxis and couriers on the daily.
• Managing the Keoghs Ireland email inbox.
- Strong organisational and administrative skills with excellent attention to detail.
- Good IT skills and confidence using document and case management systems.
- Ability to manage and prioritise a varied workload and meet deadlines.
- Clear and professional communication skills, both written and verbal.
- Ability to work effectively with colleagues across different teams.
- Experience handling confidential and sensitive information appropriately.
- Proactive approach to resolving general office and administrative queries.
- Previous administrative experience, ideally within a legal or professional services environment.