Paralegal I

Ensure accurate and timely handling of patent-related administrative tasks, maintain compliance with internal and client requirements, and provide exceptional client service while managing diary and workflow responsibilities.

CORE CRITIAL ROLE RESPONSIBILITIES

Practice Administration & Billing

• Assist with billing, enquiries, and credit/debit notes; follow up on outstanding accounts; manage urgent matters promptly and efficiently.
• Prepare and check bundles of documents for sending to the patent office for biding into letter patent.
• Check, docket and dispatch letters patent and design registration certificates to client.
• Prepare and check the electronic patent journal.
• Prepares and processes debit/credit notes; manages outstanding accounts effectively.

Diary & Workflow Management

• Handle own diary terms; follow up on outstanding WIP items; ensure timely completion of urgent tasks.

Client Correspondence & Liaison

• Respond to incoming client correspondence; manage enquiries; maintain professional communication.
• Respond to queries from the patent office.

IP System & Record Management

• Open client accounts on Patricia and CMS; update and maintain records; open cases in Patricia; check and monitor standing instructions.
• Opens and maintains client accounts in Patricia and CMS; ensures data integrity and compliance.

Document Handling

• Handle large volumes of general correspondence; ensure accuracy and compliance with firm standards.
• Handle large volumes of documents bundles, ensure accuracy, and compliance with firm standards.
• Handle large volumes of letters patent and design registration certificates.
• Processes and organizes general correspondence; LPs and DRCs maintain accuracy and compliance with firm standards.

Initiative & Proactive Practice

• Display high level of initiative; anticipate needs and act proactively to support practice efficiency.

Practice Administration & Billing

• Manages billing processes, enquiries, and account follow-ups accurately and efficiently.
• Prepare and check bundles of documents for sending to the patent office for biding into letter patent.
• Check, docket and dispatch letters patent and design registration certificates to client.
• Prepare and check the electronic patent journal

Diary & Workflow Management

• Maintains and prioritizes diary tasks; ensures timely completion of urgent matters.

Client Correspondence

• Handles large volumes of correspondence professionally; responds promptly to client queries.

KEY PERFORMANCE METRICS

• 100% accurate updates in Patricia and CMS; error-free correspondence.
• All diary tasks and urgent matters completed within SLA and deadlines.
• Zero compliance breaches; adherence to internal and client requirements.
• Positive feedback from clients; timely response to enquiries and correspondence.
• Accurate billing and account management; minimal errors in debit/credit notes.
• Effective management of diary and WIP items; reduced backlog.

Skills and knowledge

• Attention to Detail & Precision
• Client Service Orientation
• Results & Deadline Focus
• Analytical Problem Solving
• Integrity & Sound Judgment
• Clear Written & Verbal Communication
• Ownership & Initiative
• Resilience Under Pressure
• Professionalism & Service Orientation

Qualification/s

• A relevant tertiary qualification
• BCom Law
• Paralegal certificate /Higher certificate in Law
• 8 years post-matric or equivalent qualification
• Experience working on Patricia and CMS will be advantageous.