Secretary III / Paralegal I - PretoriaFull job descriptionDuties and responsibilitiesOpen client files and ensure all relevant information in relation thereto is accurately recorded. This includes initial on-boarding emails, customizing terms of engagements and FICA requests (in consultation with Compliance Manager)Update and maintain office files and electronic databases in accordance with departmental requirements, ensuring all incoming and outgoing documents are stored in an appropriate place. This would include monitoring and updating of matter rates on an annual basisReconcile final accounts, obtain outstanding payments and close files immediately after a matter is finalizedArrange meetings and update team diariesAssisting with travel arrangements via third-party travel agentTake telephone messages and timeously relay message to relevant personType documents accurately, without errorsFormat and edit commercial agreements, correspondence, notices, pleadings, merger filing forms and legal opinions and other documents in MS Word and/ or MS Excel, in accordance with departmental requirementsAttend to administrative and accounting queries from clientsAdhere to departmental billing proceduresCapture and proofread attorney’s time notes on firm’s accounting system accurately and without delay, populate invoices and prepare cover emails for these invoicesFollow-up on counsel and third party invoicesCapture accounts received from counsel and third-party service providers, as approved by attorney, on firm’s accounting system accurately and without delayEnsure invoices are timeously sent to clients for payment, under cover of an email approved by attorneyMonitor and follow-up on unpaid invoicesHandle all general queries relating to invoices promptly and within a specified time period, including uploading invoices to prescribed portals for certain clientsPreparing files for taxation and liaising with cost consultant regarding additional information required to prepare bills of costs.Report and follow-up on any maintenance or fault queries in respect of office hardware or the support softwareAttend in-house training sessions to keep abreast of developments in respect of software utilized by litigation departmentArrange for service and filing / delivery of legal documentsGeneral office administration, including dictations, printing and preparing of bundles Skills and knowledgeAdministrative excellence to be applied to management of office files, workflow software, incoming and outgoing correspondence (including e-mail) and electronic diaryComputer proficient and adaptable to new software and/or hardware environmentsProficient in MS Office suite (with emphasis of MS Word and MS Excel)Good command of English language, both written and verbalSound telephone etiquetteTeam playerDesire to continuously improve skillsInnovative and able to contribute to the improved productivity and efficiency of the teamPractical and logical approach to problem solvingAble to work under pressureAble to prioritise instructionsMeticulous and diligentSense of urgencyFast learnerGood communication skillsAttention to detailAble to type at a minimum speed of 45 WPMAbility to handle all accounting queriesFlexibility with respect to time & work - may occasionally be required to work outside office hoursQualification/sMatricSecretarial Diploma or equivalent qualificationLegal Secretarial experience in a law firm or similar environmentSecretary II – Minimum Experience 6 years
