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Administrative duties

I. Office Management

Ensure all office supplies are stocked and organized.

Maintain the cleanliness and orderliness of the office space.

Schedule regular maintenance for office equipment.

Manage the filing system, both physical and digital.

II. Communication Management

Monitor and respond to emails regularly.

Maintain an updated contact list of clients and vendors.

Schedule and organize meetings as needed.

Prepare agendas and take minutes for meetings.

III. Financial Management

Prepare and send invoices to clients.

Track and record all incoming and outgoing payments.

Reconcile bank statements monthly.

Manage payroll and employee expense reimbursements.

IV. Client Management

Maintain accurate client records in the management system.

Follow up on pending client matters and deadlines.

Schedule client appointments and consultations.

Ensure compliance with client confidentiality and privacy regulations.

V. Compliance and Risk Management

Review and update internal policies and procedures regularly.

Ensure compliance with legal industry regulations and standards.

Conduct regular audits of office practices and processes.

Maintain insurance coverage and manage risk assessments.

VI. Human Resources Management

Maintain employee records and documentation.

Oversee recruitment and onboarding processes for new hires.

Manage employee performance reviews and feedback.

Facilitate ongoing training and professional development opportunities.

VII. Technology Management

Ensure all software and systems are updated and functioning properly.

Provide technical support for staff as needed.

Train employees on new technology and software.

Back up all critical data regularly to prevent loss.

VIII. Marketing and Business Development

Update the law firm's website and social media profiles regularly.

Prepare and distribute newsletters or announcements to clients.

Organize events or seminars for networking and client engagement.

Track marketing efforts and analyze performance metrics.

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