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Junior Commercial Secretary

4 months ago

Sandton, South Africa Kisch IP Full time

Overview

Minimum experience and competencies required:

  • Grade 12 (Matric);
  • At least 23 years proven experience as a Commercial Department Administrator;
  • Must have sound knowledge of Patricia, Word, Outlook, Excel, and PowerPoint;
  • Ability to maintain composure during stressful situations occurring as a result of workloads and/or deadlines;
  • Ability to be discreet since the position will require dealing with certain confidential client information;
  • Excellent verbal and written communication skills;
  • Client focus;
  • Ability to prioritize work efficiently in order to comply with deadlines;
  • Good attention to detail, as accuracy is very important;
  • Excellent administration skills to ensure an efficient filing and record keeping system;
  • Strong organisational skills and ability to maintain an orderly working environment;
  • A strong sense of teamwork and good interpersonal skills;
  • Punctual, flexible and reliable;
  • Good work ethic;
  • Must display initiative and a keenness to learn.

Key responsibilities and duties:

The duties and responsibilities of the Junior Commercial Secretary will include, but not be limited to:

  • Ensuring quick and accurate typing, and/or editing and/or drafting of documents;
  • Ensuring accurate and efficient record keeping on Patricia i.e., opening of new files, updating deadlines and file covers on diary tab, correct labelling of documents, updating of client information etc.;
  • Maintaining a neat, tidy, updated and accurate filing system in line with departmental requirements i.e. files, documents, presentations and spreadsheets;
  • Ensuring accurate management of Directors' diary i.e. scheduling of meetings, teleconferencing etc.;
  • Effectively assisting with the daytoday efficient operation of the office;
  • Friendly and prompt answering of telephones, transferring of calls to appropriate individuals, efficiently taking of messages;
  • Ensuring effective management of debtors upon receipt of monthly debtors report i.e. regular follow up with debtors and timeous resolving of any invoice queries;
  • Ensuring effective management of disbursements (printing, counsels fees, third party disbursements);
  • Capturing of disbursements;
  • Preparing and finalizing of invoices;
  • Preparation of quotations (within input from the attorneys within the department);
  • Preparation of standard documents as required by the attorneys within the department;
  • Renewing and registering Defensive Company Names in South Africa and Namibia (suitable training to be provided);