Legal Office Administrator

Salary: €20,000 to €24,000

About Our Client

Our Client is a boutique law firm with a person-first approach, simplifying legal matters for clients across various sectors. They provide guidance on transactions, corporate structuring, governance, and ongoing advisory services, ensuring complex legal processes are clear and manageable.

Role Overview

The Legal Office Administrator will play a key role in supporting the daily operations of a busy law firm, ensuring that administrative processes run efficiently and professionally. This position requires excellent organisational skills, attention to detail, and the ability to manage multiple priorities while providing high-quality support to legal professionals and clients. The ideal candidate will be proactive, reliable, and committed to maintaining exceptional service standards.

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

Legal Office Administrator

Job Description