Office Administrator/ PA

Our client within the legal industry is looking for an Office Administrator/PA person to join their team. Your responsibilities will include:

Responsibilities

• Provide comprehensive administrative support to lawyers and legal professionals.
• Organise, manage, and maintain legal and corporate client files in both physical and digital formats.
• Liaise with clients to collect necessary information and documentation for onboarding, while ensuring accurate records of compliance documentation and risk assessments are maintained.
• Prepare documentation for regulatory submissions, audits, and inspections, ensuring timely and compliant filing.
• Assist in drafting and submitting legal documents to courts, the Malta Business Registry (MBR), and other relevant authorities.
• Maintain and update key calendars, including Court Calendar, Corporate Deadlines, and other shared scheduling tools.
• Coordinate and schedule meetings, appointments, and conferences.
• Manage incoming calls, correspondence, and the handling of incoming/outgoing mail and packages.
• Welcome clients to the office and ensure a professional and hospitable experience.
• Support the implementation and monitoring of internal policies and procedures to ensure regulatory compliance.
• Oversee the smooth running of daily office operations.
• Manage office supplies and equipment, coordinating repairs or maintenance when required.
• Process invoices, assist with general bookkeeping tasks, and follow up on outstanding payments from clients.

Requirements

• Minimum local experience of 2 years working in a similar role, preferably within the same industry. 
• Presentable and professional in appearance and manner.
• Fluent in both spoken and written English and Maltese. 
• Experience in invoicing is desirable.