Legal Administrator

Employee will primarily assist with compliance and licensing administrative tasks, and also assist with general administration.

**Compliance administration**:

- New clients - filing contracts and preparing calendar, standard info sheets, preparing base reports.
- Assisting with the preparation of monthly reports.
- Submitted reports
- Saving to client’s submitted folder and labelling appropriately, and
- Updating client calendar with submission date.
- Annual reports - preparing with calendar/submission dates and other relevant information.
- At the end of the year, saving old info sheets to client folder on DB, creating new info sheets with client-specific information.
- Editing standard documents with client information as needed.
- Maintaining clients’ spreadsheets and updating as needed.
- Maintaining client list and updating as needed.
- Checking, sorting, filing documents as needed.

**Licensing administration**
- Maintain electronic files and databases - including recordal of: submissions to ICASA, licences issued for collection, collections, courier sending.
- Submissions list - adding to list, updating date count and circulating internally once/twice per month with prompt to follow up.
- When licence is issued:

- Check details against form,
- Save to dropbox,
- Update relevant lists, and
- Prepare mail for sending scans of saved licences.
- Arrange for collection of finalised licences from ICASA and preparing mail confirming collected licences.
- Manage dispatch of received licences to clients including:

- checking account/debtor status;
- checking current address & contact details for client/licensee,
- updating Zoho if the address has changed,
- notifying relevant persons if contact details have changed for them to take next steps;
- ensuring that all received licences have been scanned & placed on DB before sending to client;
- arranging courier/dispatch of licences to clients including:

- sending scans + compliance materials,
- sending tracking + delivery confirmation mails, and
- noting relevant courier data in the relevant spreadsheet.
- Sorting and labelling documents for submission.
- Researching individual licences sale options as instructed - identifying potential options, research and data analysis, preparing spreadsheets
- Answering and screening calls. Assisting in query resolution and taking of accurate, concise messages.
- Manage office - filing, supplies, arranging cleaning.
- Scheduling and managing courier.
- Managing vendor relationships.
- General administrative support to team as needed.
- Loading posts and documents to website (Wordpress).
- Maintaining mailing lists, preparing and sending mailers (Mailchimp).
- Proofreading documents.

**Finance Administration**:

- Maintain and update client lists, vendor list, Zoho and supporting vendor and customer registration/onboarding as necessary.
- Interacting with and responding to accountant queries.
- Capturing payments and managing aged receivables on Zoho.
- Capturing received invoices and sending payment instructions.
- Interacting with and responding to accountant queries.
- Capturing payments and managing aged receivables on Zoho.
- Capturing received invoices and sending payment instructions.

**Requirements**:

- Matric
- **Legal knowledge / qualification highly beneficial**:

- **Previous admin role in a legal instituion / law firm highly beneficial**:

- Computer-literate, with full MSOffice suite (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat knowledge, or ability to figure it out quickly.
- WordPress experience.
- Mailchimp experience.
- Proficient typing capability.
- Excellent command of the English language.
- Strong communications skills (verbal and written) and interpersonal skills.
- Attention to detail, to the point of being pedantic.
- Adapts easily to changing situations/requirements.
- Able to think on their feet.
- Ability to Google/Wikipedia and pick up new concepts easily.
- Willingness to undertake online/in-person training/courses as identified/paid by the company to enhance skills.
- Strong work ethic.
- Professionalism.
- Ability to handle confidential information with discretion.
- Able to work alone in office or with other employe
- Copy-editing/proofreading is a bonus.

**Job Type**: Permanent

**Salary**: R12 000,00 - R17 000,00 per month