Receptionist

Kusuma Y J; Bengaluru; On-site; INR 257,000 - 279,000; Full time

Job summary

Kusuma Y J in Bengaluru is seeking a responsible Receptionist & Office Administrator to manage front-office operations, maintain records, and support the lawyer with scheduling and document handling.

The role requires proactivity, discretion, and strong organizational skills. English communication is essential; Kannada/Hindi knowledge is a plus. Office hours are 10:00 AM to 6:00 PM, with full-time, office-based work.

Qualifications

• Graduate or undergraduate qualification.
• Prior experience as receptionist, office administrator, executive assistant, or legal office assistant is desirable.
• Good verbal and written communication skills in English; Kannada and Hindi are advantageous.
• Basic proficiency in Microsoft Office, Google Workspace, email, spreadsheets, and digital record-keeping.
• Strong organizational skills, attention to detail, punctuality, and time management.
• Ability to prioritize tasks, maintain reminders, and follow up consistently.
• High degree of integrity, discretion, reliability, and professional conduct.

Responsibilities

• Welcome clients and visitors professionally and direct them appropriately.
• Handle incoming phone calls, emails, messages, and general enquiries.
• Coordinate client appointments and manage the lawyer's calendar.
• Maintain a professional, organized, and welcoming office environment.
• Communicate appointment confirmations, changes, and reminders to clients as required.
• Assist the lawyer in planning, organizing, and maintaining daily and weekly schedules.
• Track case-related appointments, court dates, meetings, notices, filing deadlines, and follow-up actions.
• Organize physical and digital case files, documents, notices, and correspondence.
• Follow up on pending administrative tasks and bring urgent matters to the lawyer's attention promptly.
• Assist with printing, scanning, photocopying, filing, and organizing legal documents.
• Maintain an updated record of appointments, case references, and administrative follow-ups.
• Maintain accurate records of client payments, receipts, outstanding amounts, and other office transactions.
• Record payment details and issue receipts or acknowledgements as authorized.
• Maintain organized payment registers and supporting documentation.
• Bring pending payments and discrepancies to the lawyer's attention.
• Handle financial records responsibly and ensure that payment-related information remains confidential.
• Maintain office registers, stationery inventories, and other administrative records.
• Coordinate routine office requirements, including supplies, courier services, and document delivery.
• Maintain physical and digital records in an orderly and accessible manner.
• Assist in preparing routine correspondence, documents, spreadsheets, and reports.
• Help establish simple administrative systems and processes suited to a newly formed law office.
• Maintain strict confidentiality regarding client identities, case details, legal documents, financial information, and internal office discussions.
• Ensure that documents and records are securely stored and shared only with authorized persons.
• Exercise discretion while interacting with clients, visitors, and third parties.
• Avoid disclosing sensitive information over the phone or to unauthorized individuals.
• Maintain professional boundaries and handle sensitive situations with tact and maturity.

Skills

English communication

Strong organizational skills

Time management

Professional conduct

Attention to detail

Education

Graduate or undergraduate qualification

Tools

Microsoft Office

Google Workspace

Spreadsheets

Job description

Job Description: Receptionist & Office Administrator

Location: Bengaluru, Karnataka
Working Hours: 10:00 AM 6:00 PM
Salary: 23,000 25,000 per month
Employment Type: Full-time
Industry: Legal Services

About the Role

We are looking for a responsible, organized, and professional Receptionist & Office Administrator to join our newly established law office. The candidate will be responsible for managing front-office operations, maintaining records, coordinating schedules, and providing administrative support to the lawyer.
The ideal candidate should be proactive, detail-oriented, comfortable handling confidential information, and capable of keeping the office organized while ensuring that important appointments, case-related schedules, and deadlines are tracked efficiently.

Key Responsibilities

1. Reception & Front-Office Management

• Welcome clients and visitors professionally and direct them appropriately.
• Handle incoming phone calls, emails, messages, and general enquiries.
• Coordinate client appointments and manage the lawyer's calendar.
• Maintain a professional, organized, and welcoming office environment.
• Communicate appointment confirmations, changes, and reminders to clients as required.

2. Scheduling & Legal Administrative Support

• Assist the lawyer in planning, organizing, and maintaining daily and weekly schedules.
• Track case-related appointments, court dates, meetings, notices, filing deadlines, and follow-up actions based on information provided by the lawyer.
• Maintain a systematic reminder system to ensure that important dates and pending tasks are not overlooked.
• Organize physical and digital case files, documents, notices, and correspondence.
• Follow up on pending administrative tasks and bring urgent matters to the lawyer's attention promptly.
• Assist with printing, scanning, photocopying, filing, and organizing legal documents.
• Maintain an updated record of appointments, case references, and administrative follow-ups.

3. Payment Records & Basic Office Accounts

• Maintain accurate records of client payments, receipts, outstanding amounts, and other office transactions.
• Record payment details and issue receipts or acknowledgements as authorized.
• Maintain organized payment registers and supporting documentation.
• Bring pending payments and discrepancies to the lawyer's attention.
• Handle financial records responsibly and ensure that payment-related information remains confidential.

4. Office Administration

• Maintain office registers, stationery inventories, and other administrative records.
• Coordinate routine office requirements, including supplies, courier services, and document delivery.
• Maintain physical and digital records in an orderly and accessible manner.
• Assist in preparing routine correspondence, documents, spreadsheets, and reports.
• Help establish simple administrative systems and processes suited to a newly formed law office.

5. Confidentiality & Professional Conduct

• Maintain strict confidentiality regarding client identities, case details, legal documents, financial information, and internal office discussions.
• Ensure that documents and records are securely stored and shared only with authorized persons.
• Exercise discretion while interacting with clients, visitors, and third parties.
• Avoid disclosing sensitive information over the phone or to unauthorized individuals.
• Maintain professional boundaries and handle sensitive situations with tact and maturity.

Required Qualifications & Skills

• Graduate or undergraduate qualification; candidates with relevant administrative experience will be preferred.
• Prior experience as a receptionist, office administrator, executive assistant, or legal office assistant is desirable.
• Good verbal and written communication skills in English. Knowledge of Kannada and Hindi will be an advantage.
• Basic proficiency in Microsoft Office, Google Workspace, email, spreadsheets, and digital record-keeping.
• Strong organizational skills, attention to detail, punctuality, and time management.
• Ability to prioritize tasks, maintain reminders, and follow up consistently.
• A high degree of integrity, discretion, reliability, and professional conduct.

Preferred Personal Attributes

• Proactive and dependable, with the ability to anticipate routine administrative needs.
• Comfortable working independently and taking ownership of assigned responsibilities.
• Courteous and composed while interacting with clients, including during busy periods.
• Willing to help establish efficient office procedures in a new legal practice.
• Careful with records, dates, payments, and confidential information.

Compensation & Working Conditions

• Monthly salary: 23,000 25,000, depending on experience and suitability.
• Working hours: 10:00 AM to 6:00 PM.
• Work arrangement: Full-time, office-based.
• Opportunity to contribute to the development of administrative systems in a newly established law office.