Job Openings at Adams & Adams

Description

Duties and responsibilities

• Billing files, including preparing full billing data and costing (and notation) of files on CMS (both     Debit notes and Credit notes)
• Dealing with account queries
• Maintaining proper and up to date electronic files on Patricia
• Capturing daily to ensure that all accounting is in order
• Reviewing paws journals and sending watch letters
• Answering telephone and screening calls
• Liaising with clients telephonically
• Requesting searches from Trade Marks Office and Companies & Close Corporations Office
• Filing formal documents through the relevant portals
• Sending and receiving e-mails
• Photocopying of various documents
• Ordering stationery for partner
• Typing/editing of documents/faxes/letters for partner, as well as for PA’s and CA’s allocated to partner (dictation and copy typing)
• Writing of routine letters to clients/Registrar (reminders/requests for extensions)
• Maintaining litigation diary and creating weekly diary lists
• Collating (and copying) of annexures for affidavits/other documents
• Scanning of documents to dispatch with e-mail messages
• Digital photography of evidence
• Preparation of basic forms for filing with Registrar, e.g. TM3, TM4
• Liaise with clients/agents from time to time to set up consultations
• Arranging venue/s for consultations
• Arranging for translation of documents (e.g. from French to English) through external translators
• Drawing (preparing requisitions) cheques for payment of agents/service providers/etc.
• Arranging for services on CIPC/ High Court
• Occasionally preparing computer presentations (on PowerPoint)
• Requesting updates of address database / new account numbers on CMS
• Assisting with preparing of High Court litigation papers as well as paginating and indexing of such papers
• Preparing schedules for litigation papers and other trade mark matters
• Opening new files on Litigation computer system
• Closing files once the matter is finalised
• Managing accounts and following up on overdue accounts timeously
• Online research for litigation 

Requirements

Skills and knowledge

Functional:

• Typing speed of at least 70 words per minute (with 100% accuracy)
• Proficiency in dictation typing
• Computer literacy in MS Word, Excel, etc.
• Fluency and accuracy in English
• Accounting skills/abilities
• Good record keeping
• Ability to draw up basic letters and faxes, etc.
• Professional telephone manner – ability to deal with clients

Other:

• Ability to be observant, e.g. for discrepancies in papers
• Accuracy in all matters
• Good people skills – dealing with clients and staff members
• Ability to take initiative and to be proactive
• Ability to analyse situations and make basic decisions
• Good organizational skills – prioritizing work
• Punctuality
• Work produced must be neat
• Pay attention detail
• Ability to work under substantial pressure and to work independently
• Flexibility with regard to time and work
• Reliability
• Ability to maintain confidentiality

Qualification/s

• Matric/ National Diploma or equivalent qualification
• Secretarial Diploma/Certificate (preferably legal)
• 4+ yrs relevant experience as a secretary

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Description

Duties and responsibilities

• Preparing and filing new patent and design applications in Africa
• Opening of new files & general case administration
• Generate letters and documents related to the filing and prosecution of patent and / or design applications in Africa
• Late filing of outstanding documents for patent and / or design applications in Africa  
• Preparing invoices and credit notes (according to SI’s, fixed fee agreements and general tariffs)
• Preparing amendments for filing in various countries in Africa
• Carrying out any ad hoc duties that are commensurate are with the job level
• Requesting extensions of time for acceptance and registration, and for filing outstanding requirements
• Typing and general correspondence
• Processing payment requisitions & official fees for foreign agents / registries
• Receiving and interpreting client’s instructions according to Standing Instructions
• General correspondence and other activities related to the good functioning of the Africa Patent section

Requirements

Skills and knowledge

• Computer literacy with competent typing skills and ability to work in file management systems and client and registry portals
• Excellent language skills (good command of English, both written and verbal)
• Ability to prioritise and deal with urgent matters promptly and efficiently
• A conscientious, loyal and dedicated person, with the ability to think laterally
• Someone with a professional attitude and excellent attention to detail
• Ability to work independently and part of a team
• Good knowledge of Patricia and CMS
• Ability to handle the pressure of having to cope with large and varied workload

Qualification/s

• Matric or equivalent qualification
• A relevant tertiary qualification
• 2-3 years secretarial experience
• Previous IP related experience in South Africa or other countries in Africa would be a significant advantage
• Experience working on Patricia and CMS will be advantageous

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Description

Duties and responsibilities

E-Billing Invoicing

• Submit CMS invoices and credit notes electronically
• Upload invoices on various e-billing software/systems/portals
• Attend to e-billing queries, reconciling of accounts
• Attend to consolidated billing per the process for relevant accounts
• Liaise with partners, staff members and e-billing clients
• Resolve queries within 3 days
• Follow up in respect of rejection of invoices and queries
• Submit invoices to portal for payment accurately
• Ensure all special statements (SP statement) are sent to clients within the first four working days of the month

E-Billing Clients

• Manage and maintain e-billing accounts, update details and standing instructions as required
• Ensure client payment terms are correctly reflecting
• Ensure new e-billing accounts set up and administered per the take-on process
• Ensure timekeeper rates are up to date and budgets are submitted per the e-billing client calendar
• Set up accounts for new e-billing clients
• Complete client/due diligence forms when requiredAccounting Tasks
• Reconciliation of statements and invoices
• Attend to payment queries (ie: refunds, allocations)
• Identify and request discounts and other write-offs following the process appropriately
• Attend to allocation of funds received to applicable accounts on request ensuring completion before month end.
• Attend to rebate calculations and ensure client utilizes these rebates within 6 months
• Record communication/interactions with clients on the Collections Module
• Identify overdue accounts and escalate as required
• Prepare and send reminders to clients as required
• Maintain and monitor record of e-billing and associated costs
• Attend to month-end tasks per the defined workflow
• Build relationships with clients, Partners, and staff members

E-Billing Master Maintenance

• Maintain e-billing client list
• Ensure new e-billing accounts are added to the list and set up accordingly
• Ensure name of portal and website address is linked to client
• Maintain password document

Requirements

Skills and knowledge

• Communication skills (verbal, written and telephonic)
• Collection skills
• Data capturing skills with high level of accuracy and attention to detail
• Time management skills with an exceptional ability to work under pressure
• Good interpersonal skills with people at all levels
• Computer literacy - MS Office: Outlook, Word, Excel plus Ledes
• Legal firm accounting/basic accounting an advantage

Qualification/s

• Matric or equivalent qualification
• Diploma in Bookkeeping, Accounting or Credit Management Part 2 & 3
• 2 - 3 years relevant experience in an e-billing position