Secretary I

1 day ago


Pretoria, South Africa Adams Adams Full time

**Duties and responsibilities**
- Receiving new search and recordal instructions/enquiries from clients
- Opening new matters
- Accurate checking and electronic filing of recordal allowances received from the Patent Office
- Regularly following up with the Patent office for files requested by Adams & Adams
- Liaising with Patent Office regarding any queries at CIPRO relating to patents and designs statuses, requests for files, searches and recordal allowances
- Reporting back to relevant person/s and placing a note on the correspondence tag
- Daily attending to workflows and terms on Patricia regarding outstandings from CIPRO
- Following up on allowances for P16/P4 and D7/4 recordals
- Placing P16/P4 and D7/4 allowances on tag and removing from diary and Patricia workflows
- Assisting Registry with receipt of documents from Patent Office
- Date stamping all documents received from patent Office
- Attending to workflows and term lists
- Dealing with any adhoc enquiries
- Sending cost estimates and/or required information to clients
- Preparing draft responses on search enquiries for supervising partner to approve and report to clients, as well as preparing draft reporting letters on recordal allowances for Anna Albasini to check and then dispatch to clients
- Attending to departmental enquiries from clients
- Liaising with search clerks at the South African Patent & Designs Office (CIPC)
- Preparing invoices to clients relating to search reports
- Handling of daily correspondence and diarizing files
- Sending search and recordal allowance reports to clients
- Filing, photo copying, scanning and general office duties
- Updating clients’ records
- Capturing and updating departmental duty spreadsheet
- Sorting files and tagging correspondences
- Corresponding with other African associate offices on behalf of clients
- Closing cases accordingly when matters are finalized
- Receiving and analysing partner’s Debtors’ and WIP reports, preparing draft follow up letters to debtors for partner to check and seeing to it that WIP is crunched or written off.

**Skills and knowledge**
- A bilingual person with excellent command of English
- Meticulous, dedicated and self - reliant
- Ability to work under pressure
- Ability to use initiative and to work independently without supervision
- Ability to deal with people at all levels
- Computer literacy in all MS office packages
- Good typing skills

**Qualification/s**
- Grade 12 or National Higher Certificate/Diploma and Secretarial Qualification
- Valid driver’s license


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