Office Administrator (Accountant) - 6 Months FTC at Hogan Lovells

Key Performance Areas and Accountabilities:

Audit Assistance:

• Assisting and cooperating with Auditors and other relevant stakeholders in audit processes, including client auditor's requests.

Reports:

• Prepare quarterly payment reports for the attention of clients and their respective group legal  representatives
• Prepare Group Legal monthly spend reports on Retainer matters

Invoice Administration:

• Preparing invoices for services rendered and disbursements paid, making sure that payment is received and recorded.
• Liaising with and maintaining relations with client legal teams to ensure invoices are approved and prepared in accordance with their unique requirements.
• Filing and data management of all documentation and invoices

Payments Administration:

• Prepare Eft Pay-overs with relevant schedules and trust statements (including balancing / comparing of data between 3E and client specific software)
• Recording of payments on the client specific and 3E software
• Import fees / payments and collection commission to client specific software

Other Financial Administration:

• Ensuring ledgers and accounting records are maintained accurately and comply with accounts rules and standards.
• Reconciling client and ledger accounts.
• Capture fees and disbursements for example : Counsel, correspondent and sheriff accounts timeously
• Reconciling bank accounts on a timely basis.
• Preparing requests and related paperwork to pay practice liabilities and ensuring the accurate management of records thereof.
• Closing off month end process

Stakeholder Engagement: 

• Handling accounts queries of all relevant stakeholders, including third parties (correspondents, sheriffs, counsel, tracers and consultants).
• Effective daily communication with GBC Legal Bookkeeper and preparation of all required documentation and information as requested by GBC Legal Bookkeeper
• Effectively dealing with reconciliation queries
• Compare correspondent invoices received with fixed fee structure and communicate with correspondents if incorrect – check and verify source documents

Requirements profile:

Education:

• Grade 12 or equivalent
• Financial related tertiary qualification

Experience

• 3 – 5 years in Financial Administration/Accounts Payable experience at Operational level
• 2 -3 years in law firm experience at Operational level
• 1 – 2 years in Billing/E-Billing experience at Operational level

System Skills

• Microsoft Office - Advanced
• Finance Systems ( Elite 3E) – Recommended
• Microsoft Excel – Advanced