Junior Commercial Secretary

2 weeks ago

Sandton, South Africa Kisch IP Full time

**Overview**

**Minimum experience and competencies required**:

- Grade 12 (Matric);
- At least 2-3 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 day-to-day 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);

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