Secretary III

Adams & Adams's job vacancy, Career and Recruitment

Job title : Secretary III / Paralegal I ( Pretoria) jobs in Gauteng

Job Location : Gauteng, Pretoria

Deadline : May 04, 2024

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Duties and responsibilities

Open client files and ensure all relevant information in relation thereto is accurately recorded. This includes initial on-boarding emails, customizing terms of engagements and FICA requests (in consultation with Compliance Manager)
Update and maintain office files and electronic databases in accordance with departmental requirements, ensuring all incoming and outgoing documents are stored in an appropriate place. This would include monitoring and updating of matter rates on an annual basis
Reconcile final accounts, obtain outstanding payments and close files immediately after a matter is finalized
Arrange meetings and update team diaries
Assisting with travel arrangements via third-party travel agent
Take telephone messages and timeously relay message to relevant person
Type documents accurately, without errors
Format and edit commercial agreements, correspondence, notices, pleadings, merger filing forms and legal opinions and other documents in MS Word and/ or MS Excel, in accordance with departmental requirements
Attend to administrative and accounting queries from clients
Adhere to departmental billing procedures
Capture and proofread attorney's time notes on firm's accounting system accurately and without delay, populate invoices and prepare cover emails for these invoices
Follow-up on counsel and third party invoices
Capture accounts received from counsel and third-party service providers, as approved by attorney, on firm's accounting system accurately and without delay
Ensure invoices are timeously sent to clients for payment, under cover of an email approved by attorney
Monitor and follow-up on unpaid invoices
Handle all general queries relating to invoices promptly and within a specified time period, including uploading invoices to prescribed portals for certain clients
Preparing files for taxation and liaising with cost consultant regarding additional information required to prepare bills of costs.
Report and follow-up on any maintenance or fault queries in respect of office hardware or the support software
Attend in-house training sessions to keep abreast of developments in respect of software utilized by litigation department
Arrange for service and filing / delivery of legal documents
General office administration, including dictations, printing and preparing of bundles

Requirements

Skills and knowledge

Administrative excellence to be applied to management of office files, workflow software, incoming and outgoing correspondence (including e-mail) and electronic diary
Computer proficient and adaptable to new software and/or hardware environments
Proficient in MS Office suite (with emphasis of MS Word and MS Excel)
Good command of English language, both written and verbal
Sound telephone etiquette
Team player
Desire to continuously improve skills
Innovative and able to contribute to the improved productivity and efficiency of the team
Practical and logical approach to problem solving
Able to work under pressure
Able to prioritise instructions
Meticulous and diligent
Sense of urgency
Fast learner
Good communication skills
Attention to detail
Able to type at a minimum speed of 45 WPM
Ability to handle all accounting queries
Flexibility with respect to time & work – may occasionally be required to work outside office hours

Qualification/s
Matric
Secretarial Diploma or equivalent qualification
Legal Secretarial experience in a law firm or similar environment
Secretary II – Minimum Experience 6 years

*Administrative / Management jobs in south africa
*Secretary III / Paralegal I ( Pretoria) in Pretoria

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