COMMERCIAL SECRETARY

• Matric is essential, with a tertiary qualification beneficial
• Excellent knowledge of MS Word programmes (more specifically Office 365)
• Basic knowledge on Aderant Expert (CMS) accounting system would be advantageous
• Knowledge of FileSite would be advantageous
• Strong administration and organisational skills (diary management, arranging meetings, answering telephone calls and tracking messages in the absence of lawyers)
• Amendments to and formatting of complex documents (ability to work with track changes, cross-referencing, footnotes, comments, PowerPoint, etc.)
• Annotating, highlighting, redacting, collating and compressing large sets of PDF documents
• Preparing, organising and arranging physical and electronic document
• Dictaphone and copy-typing of documents
• Preparing resource and client files
• Administering and organising legal practice
• Preparing accounts for clients, posting time daily, monitoring payments to service providers, monitoring outstanding debtors and trust balances
• Developing and maintaining electronic and physical filing systems and ensuring that the filing system is kept up to date
• Maintaining/updating client contact details
• Capturing timesheets for professionals
• Preparing pre-bills and billing memos (sending same to clients)
• Managing debtors with the accounts department and clients
• FICA administration: engaging with clients and internal FICA department, tracking documents and following up to ensure the FICA requirements are met
• General office and personal administration
• Must be neat, well-organised and conscientious
• Strong communication skills (verbal and written)
• Display attention to detail
• Good interpersonal skills
• Maintain high standards of confidentiality
• Honesty, reliability and punctuality
• Proactive, take initiative and be diligent
• Ability to multi-task
• Ability to work well under pressure
• Excellent client relationship skills
• Excellent time management skills
• Please note that this position is an in-office position

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