Commercial Legal Secretary

HIRING! Commercial Legal Secretary, Law Firm (Sandton, JHB)

Key areas of responsibility include :

Strong administration and organizational skills (diary management, answering telephone calls and tracking messages in the absence of professionals)

• Amendments to and formatting of complex documents (ability to work with track changes, cross-referencing, footnotes, comments, PowerPoint, etc.)
• Annotating, highlighting, redacting, collating and compressing large sets of PDF documents
• Preparing, organising and arranging physical and electronic document
• Extensive Dictaphone and copy-typing of documents
• Preparing resource and client files
• Administering and organising legal practice
• Preparing accounts for clients, posting time on a daily basis, monitoring payments to counsel, monitoring outstanding debtors and trust balances
• Developing and maintaining electronic and physical filing systems and ensuring that the filing system is kept up to date

Maintaining / updating client contact details

Capturing timesheets for professionals

Preparing pre-bills and billing memos (sending same to clients)

Managing debtors with the accounts department and clients

FICA administration : following up to ensure the FICA requirements are complete

General office and personal administration

Filing

Competencies :

Must be neat, well-organised and conscientious

Strong communication skills (verbal and written)

Display attention to detail

Good interpersonal skills

Maintain high standards of confidentiality

Honesty, reliability and punctuality

Proactive, take initiative and be diligent

Ability to multi-task

Ability to work well under pressure

Excellent client relationship skills

Excellent time management skills

Requirements :

5 plus years' experience as a secretary in a law firm

Excellent knowledge of MS Word programmes (more specifically Office 365)

Basic knowledge on Aderant Expert (CMS) accounting system would be advantageous

Knowledge of FileSite would be advantageous

Matric essential