Bowmans is a leading Pan-African law firm. Our track record of providing specialist legal services, both domestic and cross-border, in the fields of corporate law, banking and finance law and dispute resolution, spans over a century.
With seven offices in five African countries and over 400 specialised lawyers, we are differentiated by our geographical reac...
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To provide a range of legal and routine administrative support services to a team of legal professionals (comprising of Partners, Senior Associates, Associates and 3 Candidate Attorneys). Ensure that all work generated by the team is processed, administered and filed in an efficient and orderly manner. Advanced functional knowledge and application of the firms document management and accounting systems. Adhere to internal accounting policies and procedures as well as statutory and regulatory rules applicable to the legal industry. Ensure brand awareness. Ensure the smooth flow of the area and act as a central hub of the department. Maintain synergy and good relationships between the various business units to ensure effective execution of day-to-day responsibilities. This role has access to confidential information and requires absolute discretion at all times.
Experience and Qualifications:
Matric/Grade 12
5 to 7 years experience as secretary / legal secretary in a legal/professional services environment
Computer literacy - MS Office (Intermediate proficiency)
Key Accountabilities
Legal Administration
Ensure compliance with New Business Intake (NBI) process and Know Your Client (KYC) requirements
Draft engagement letters
Ensure compliance with SARS requirements
Independently review and respond to all written and telephonic correspondence / queries with minimal disruption to fee earners
Dictaphone typing
Transaction pre-closing and post-closing attendances
Assist with access and managing the virtual data rooms for due diligences (KIRA)
Prepare PowerPoint presentations
Notarial attendances
Prepare documents for Authentication by the High Court of South Africa
Conduct company searches using SA Company, Who Owns Who etc
Maintain an up-to-date repository of templates and precedents relevant to the department
Ensure that the practice group clients are kept up to date on Interaction
Follow up with relevant service providers to ensure prompt resolution of problems
Operate as a super user i.e. provide functional support and coaching to other staff
Diary Management/ Scheduling and maintaining of calendars:
Proactively organise and manage diaries and make appointments
Ensure that the correct people are invited and available to attend; book boardrooms for meetings and conference calls (VC), book catering if necessary, making sure enough time is allocated for travel for offsite meetings
Provide partner with relevant information and documentation to ensure preparedness for meetings
Document Generation:
Copy typing
Draft amend and format general correspondence and documents, paying attention to detail, and ensuring good spelling/grammar/punctuation
Draft amend and format legal correspondence and documents, paying attention to detail and ensuring good spelling/grammar/punctuation
Prepare presentations and reports as required by the partner or department
Knowledge of and adherence to ‘in-house’ and external styles to maintain standardization, consistency, and compliance with prescribed formats, if applicable
General Administration
Filing and maintaining filing systems
General office management and administration (faxing, photocopying, scanning)
Arrange and coordinate functions to launch and promote Private Equity initiatives
Opening and closing of client files
Archiving of records on an annual basis
Ordering of stationery
Seeking ways to pro-actively improve efficiency and administration within the team
Ability to assess and prioritise workload
Inspect and arrange for the maintenance and repair of equipment and other services
Maintain safe custody of documents for clients ensuring that the correct signing and verification procedures are followed
Prepare outgoing packages for dispatch in line with national and/or international postage and courier requirements
Ensure items held for collection are kept secure and safely and delivered as instructed
Co-ordinate the leave schedule
Ensure that internal personal are promptly notified of guest / client arrivals
Overseeing the maintenance of a clean and organized workspace
Attend to ad hoc personal matters on behalf of the partners
Travel Arrangements:
Make all travel arrangements
Proactively manage and communicate changes to travel and make alternative arrangements where necessary
Research travel and immigration requirements. Ensure that they are all met, and Visa applications are processed timeously
Business Development Support
Provide administrative support service to the BD team by focusing on efficient co-ordination of conferences and events which include registering delegates, booking accommodation and flights, VISA applications, arranging travel insurance, noting dietary requirements and related attendances in line with the firms policies
Tracking costs
Assist with pitch and tenders and credential statements
Relationship Building:
Develop and maintain relationships with all levels of staff as a trusted resource
Maintain strong working relationships with and have open and transparent communication between all members of the team
Develop and maintain relationships with vendors to ensure the quality-of-service delivery
Assistance with the development and support of all team members
Special firm wide projects
Assist the Legal Service Improvement team with projects to ensure that the firms systems and processes is structured in such that it provides the required cost and profitability by product / process / practice across the firm
Assist with the development and optimization of systems
Operate as a test user for service improvement initiatives
Finance Administration:
Account management which includes capture of time, generate pro forma’s; process amendments and applicable discounts; finalise invoices, prepare itemized billing narratives, keep supporting documents such as disbursement invoices
Assist with general financial management relating to the department (e.g. credit notes, general financial queries, creation of vendors, write offs etc)
Record and note terms and conditions governing fee arrangements for clients
Record and note e-billing requirements
Peruse, verify and capture creditors invoices for payment
Handle creditor queries and resolve any discrepancies both internally and externally
Verify statement of accounts and invoices for accuracy
Liaise directly with client in respect of queries
Create purchase order numbers for sponsorships and process support department requisitions
Process client entertainment, business / client travel, and general reimbursement claims
Age Analysis – follow up directly with clients twice a month in respect of accounts receivable and provide the accounts team and fee earners with an update
Manage work in progress (WIP) fees and ensure timeous billing
Assist with clearing up WIP – suggest write off’s of minor soft costs and fee amounts in matters where the WIP is over 120 days or no longer proceeding etc
Prepare financial reports for the Partners for Partner Contribution purposes, financial year end reporting and BEE purposes
Escrow attendances which include collation of the escrow agreement, supporting documentation and KYC documents, prepare the unallocated trust monies, trust transfer and trust disbursement requisitions, obtain proof of payment and forward to beneficiaries
Investment of monies – knowledge of accounting criteria and parameters to correctly allocate and process deposits, withdrawals and payments to third parties
Assist in management and monitoring of the team budget
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