Jobs Available at Adams & Adams

Duties and responsibilities

• Supervise the Credit Control and Ebilling team
• Stand in for counterparts when on leave
• To maximise the collection of any overdue accounts
• Ensure that all communication from the Credit Controllers is effective, accurate and in line with the communication guidelines of the Firm
• Ensure the distribution of accurate invoices and credit memos to all clients in a timely manner, any email returns are to be addressed within one week
• Ensure all write offs are approved and processed accurately and on time
• Assisting with Handover process and monitoring all handover accounts through consistent liaison with debt collection entity
• Approving and monitoring client's refunds, consolidated invoices, transferring of funds from business to trust accounts and vice versa
• Calculating and issuing of client rebates, as required
• Manage customer ledgers ensuring timely reconciliation on key accounts
• Minimise number of overdue accounts and monitoring Credit Control activity
• Distribute work and ensure that queries are resolved within the specified time frame
• Managing the Month-end statement process and procedure
• Monitor unallocated receipts and credit notes
• Ensure that old trust money and matter credits are addressed and resolved
• Update and maintain client master data i.e. addresses, contact details, responsible partners and allocation of new accounts to Credit Controllers
• Maintain accurate records for client master data, ensuring invoices reflect the true ageing pattern for debtor reporting
• Assist the Credit Manager with the KPI's of the Department
• Ensure staff are motivated and trained as required
• Provide training to the legal support staff as required
• Attend to ad-hoc duties and projects as they arise
• Produce weekly, Monthly and adhoc reporting to internal and external clients
• Monthly Reports for Partners' Meetings
• Debtors Management Report
• Collections Controller
• Trust Balances Report for crunching purposes
• Maintain the unapplied Cash Credit by Matter Report
• Monthly handover reports
• Monthly report of Debts due to prescribe

Understanding of Ebilling requirements and processes

• Ensure e-billing portal access and associated compliance certificates are in place and working optimally
• Ensure annual rate increases are attended to before the 1st January each year
• Ensure client budgets and forecasts are uploaded as required
• Ensure e-billing invoices are approved and paid within the agreed payment terms
• Ensure standing instructions/billing guidelines are updated on CMS and communicated to the departments in order to update Patricia to ensure alignment across the firm

Qualification/s

• Matric or equivalent qualification
• Bookkeeping/Accounting/Credit Management Part 2 & 3
• Minimum of 3-4 years' experience

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Duties and responsibilities

• Administering routine correspondence
• Preparing and lodging applications for renewals, recordals and other change, etc.
• Preparing trade mark forms and certificates for lodging with the Registrar
• Ensuring that computer and manual records are updated with all changes
• Attending to accounting queries (suspense items, credit notes etc.)
• Debit notes and WIP Management
• Check Paralegal and own term lists for renewal deadlines / status report to clients
• Preparing routine diary correspondence
• Own drafting of routine letters and correspondence
• Creating and printing trade mark listing from computer records
• Opening of new files
• Filing, faxing, photocopying and general office duties.

Requirements

Skills and knowledge

• A methodical person with good English language skills
• Computer literate in Microsoft Word
• Typing speed of 60 wpm
• Ability to work independently, to work under pressure and to use initiative
• Dealing with several matters at once.
• Very meticulous person who pay attention to detail
• In-depth knowledge of Patricia and CMS will be an advantage

 Qualification/s

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

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Duties and responsibilities

• Displaying a high level of initiative and being pro-active in practice
• Drafting of documents and original correspondence still to be signed by a qualified legal professional 
• Liaising with correspondent clients and Local Partners
• Accurate updating of the Intellectual Property system
• Assisting with practice administration, i.e. WIP, billing, enquiries, fee collections, etc
• Dealing with urgent matters promptly and efficiently and ensuring that all urgent tasks are completed timeously
• Attending to cost estimates to clients
• Reading and understanding relevant legislation and conducting independent research in this regard
• Understanding all areas of practice and office procedures in their field
• Attending to trade mark renewals (local and international) as well as to recordal applications (changes of names, changes of address etc.)
• Researching legal requirements of renewals and recordals in foreign countries to ensure that documentation is in compliance with these requirements
• Sending and Receiving Emails / status report to clients / follow ups with Local Partners
• Checking and monitoring standing instructions
• Managing secretary/ies within team

Requirements

Skills and knowledge

• Computer literacy with competent typing skills
• Excellent language skills (good command of English , both written and verbal)
• Must understand the debiting procedures
• A meticulous, responsible person with a sense of urgency, who is able to prioritise duties, must be assertive and able to delegate work within team
• A conscientious, loyal and dedicated person, with the ability to think laterally
• Someone with a professional attitude
• Ability to give clear instructions to secretary
• Prepared to work long hours where necessary
• Ability to work independently and under supervision
• Ability to handle the pressure of having to cope with large workload
• Trade Mark Prosecution and/or Trade Mark Renewals experience required

 Qualification/s

• Matric
• Paralegal
• University Degree (an advantage)