Receptionist / Office Manager / Office Assistant

With offices in fourteen jurisdictions and over 400 local and international lawyers, we deliver consistent, joined-up legal advice and assistance across diverse regional markets.

A leading international law firm located in Emerging Europe and Central Asia, we are looking for an Office Assistant to be based in Almaty, Kazakhstan, and cover our offices in Kazakhstan (Almaty and Astana).

Job description:

• Serve as the first point of contact for the organization, ensuring a professional and welcoming reception of all visitors, clients and partners.
• Manage reception duties, including welcoming (tea, coffee, water) and guiding visitors, issuing visitor badges where applicable, booking taxis and arranging parking, catering and refreshments (upon request).
• Coordinate the use of conference and meeting rooms by maintaining calendars, scheduling bookings and ensuring meeting rooms are prepared and appropriately equipped prior to meetings.
• Coordinate internal and external meetings and events, including logistics such as room bookings, transportation and visitor arrangements for lawyers and clients.
• Answering all internal and external calls promptly and professionally, greeting callers, providing accurate information, transferring calls, taking messages, organizing conference calls and ensuring timely follow-up when required.
• Arrange courier and delivery services (DHL, etc.), prepare all related shipping documentation, Handle customs clearance procedures upon request.
• Receive, sort, register and distribute incoming mail and correspondence, highlighting urgent or sensitive items, ensuring timely delivery to relevant staff and maintaining compliance with internal record-keeping procedures.
• Draft standard acknowledgement letters, enclosure letters and other basic correspondence as required.
• Primary personal assistant to the firm’s Partners handling travel and other arrangements as requested by them.
• Book travel arrangements, including airline tickets, hotel reservations and other trip-related logistics in line with company procedures.
• Weekend shifts for secretaries to be available by phone to assist with travel-related issues once per month.
• Maintain, update and archive filing systems (both physical and electronic), ensuring information is accurately recorded and easily retrievable.
• Liaise with Business Services and other internal departments on administrative, facilities and operational matters as needed.
• Operate and ensure proper use of office equipment, including printers, scanners, etc.
• Perform office management and other additional administrative or support duties as assigned, contributing to the smooth and efficient operation of the office.
• Liaise with IT / IT Support on all office-related IT matters.
• Coordinate the work of driver and cleaning lady when necessary.
• Provide general office administration support, including oversight of protocol supplies, kitchen and pantry stock and ordering stationery for conference rooms and common areas.
• Coordinate with Business Centre administration on matters related to access, maintenance, parking, security, etc.
• Coordinate with supplier on ventilation system servicing twice per year.
• Supplier management: contract renewals and PoA updates.
• Assist with formatting documents in MS Word in accordance with the required housestyle, maintaining documents’ lists and providing minor translations (upon request).

Requirements:

• Fluent English
• Experience in managing external suppliers
• Experience in working effectively across cultures
• Strong organisational / self-management skills
• Proven IT skills, MS applications – particularly Word, Excel, Outlook
• Neat and professional appearance
• Strong communication skills (written and verbal)

Desirable Requirements:

• Good presentation skills
• Ability to work in cross-functional teams/work groups
• Client-oriented focus (a true service provider)
• Proactive and creative / open to new ideas
• Diplomatic
• Team player

Why work for us:

Our people are the most critical component of our long-term success and their health and well-being are our priority. You will enjoy a comprehensive, locally competitive benefits package.

We are a highly skilled, young, dynamic and ambitious team, committed to helping our clients succeed in challenging environments. We thrive on developing the best individuals, and bringing them together. We understand that our advice is critical to our clients. They expect the highest standards from us, and we enjoy exceeding their expectations. Our culture is hard working, supportive, and highly professional. If that sounds like something you would like to be a part of, please, send your application (CV and cover letter) in English.