Junior Commercial Secretary at KISCH IP

Overview

Do you possess excellent administration skills with the ability to work independently? Are you able to deal with multiple priorities and manage your time effectively? Are you a dependable person who is confident to report and deliver outcomes for more than one director? We are looking for an experienced Junior Commercial Secretary who is able to hit the ground running. The successful candidate will be based at our Sandton office and will assist in the management of multiple commercial service functions. 

The successful candidate will provide support to the Directors and other team members in order to ensure that clients’ work is completed at a high standard and within strict timeframes / deadlines.

Minimum experience and competencies required:       

• Grade 12 (Matric);
• At least 2-3 years proven experience as a Commercial Department Administrator;
• Must have sound knowledge of Patricia, Word, Outlook, Excel, and PowerPoint;
• Ability to maintain composure during stressful situations occurring as a result of workloads and/or deadlines;
• Ability to be discreet since the position will require dealing with certain confidential client information;
• Excellent verbal and written communication skills;
• Client focus;
• Ability to prioritize work efficiently in order to comply with deadlines;
• Good attention to detail, as accuracy is very important;
• Excellent administration skills to ensure an efficient filing and record keeping system;
• Strong organisational skills and ability to maintain an orderly working environment;
• A strong sense of teamwork and good interpersonal skills;
• Punctual, flexible and reliable;
• Good work ethic;
• Must display initiative and a keenness to learn.

Key responsibilities and duties:

The duties and responsibilities of the Junior Commercial Secretary will include, but not be limited to:

• Ensuring quick and accurate typing, and/or editing and/or drafting of documents;
• Ensuring accurate and efficient record keeping on Patricia i.e., opening of new files, updating deadlines and file covers on diary tab, correct labelling of documents, updating of client information etc.;
• Ensuring that all correspondence (emails and courier parcels etc.) received is dealt with in an efficient and timeous manner;
• Maintaining a neat, tidy, updated and accurate filing system in line with departmental requirements i.e. files, documents, presentations and spreadsheets;
• Ensuring accurate management of Directors’ diary i.e. scheduling of meetings, teleconferencing etc.;
• Effectively assisting with the day-to-day efficient operation of the office;
• Friendly and prompt answering of telephones, transferring of calls to appropriate individuals, efficiently taking of messages;
• Ensuring effective management of debtors upon receipt of monthly debtors report i.e. regular follow up with debtors and timeous resolving of any invoice queries;
• Ensuring effective management of disbursements (printing, counsels fees, third party disbursements);
• Capturing of disbursements;
• Preparing and finalizing of invoices;
• Preparation of quotations (within input from the attorneys within the department);
• Emailing of invoices to clients;
• Preparation of standard documents as required by the attorneys within the department;
• Renewing and registering Defensive Company Names in South Africa and Namibia (suitable training to be provided);