Secretary III / Paralegal I at Adams & Adams

Duties and responsibilities

• Open 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 basis
• Reconcile final accounts, obtain outstanding payments and close files immediately after a matter is finalized
• Arrange meetings and update team diaries
• Assisting with travel arrangements via third-party travel agent
• Take telephone messages and timeously relay message to relevant person
• Type documents accurately, without errors
• Format 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 requirements
• Attend to administrative and accounting queries from clients
• Adhere to departmental billing procedures
• Capture and proofread attorney’s time notes on firm’s accounting system accurately and without delay, populate invoices and prepare cover emails for these invoices
• Follow-up on counsel and third party invoices
• Capture accounts received from counsel and third-party service providers, as approved by attorney, on firm’s accounting system accurately and without delay
• Ensure invoices are timeously sent to clients for payment, under cover of an email approved by attorney
• Monitor and follow-up on unpaid invoices
• Handle all general queries relating to invoices promptly and within a specified time period, including uploading invoices to  prescribed portals for certain clients
• Preparing 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 software
• Attend in-house training sessions to keep abreast of developments in respect of software utilized by litigation department
• Arrange for service and filing / delivery of legal documents
• General office administration, including dictations, printing and preparing of bundles

Requirements

Skills and knowledge

• Administrative excellence  to be applied to management of office files, workflow software, incoming and outgoing correspondence (including e-mail) and electronic diary
• Computer proficient and adaptable to new software and/or hardware environments
• Proficient in MS Office suite (with emphasis of MS Word and MS Excel)
• Good command of English language, both written and verbal
• Sound telephone etiquette
• Team player
• Desire to continuously improve skills
• Innovative and able to contribute to the improved productivity and efficiency of the team
• Practical and logical approach to problem solving
• Able to work under pressure
• Able to prioritise instructions
• Meticulous and diligent
• Sense of urgency
• Fast learner
• Good communication skills
• Attention to detail
• Able to type at a minimum speed of 45 WPM
• Ability to handle all accounting queries
• Flexibility with respect to time & work - may occasionally be required to work outside office hours

 Qualification/s

• Matric
• Secretarial Diploma or equivalent qualification
• Legal Secretarial experience in a law firm or similar environment
• Secretary II – Minimum Experience 6 years