Legal Secretary (Intermediate) - Corporate Risk Litigation

To provide a range of legal and routine administrative support services to a team of legal professionals (comprising of Partners, Senior Associates, Associates and Candidate Attorneys) (“the Team”) including typing of dictation where required, the entry of time and generation of month end invoices. Ensure that all work generated by the team is processed, administered and electronically and/or physically filed in an efficient and orderly manner. Advanced functional knowledge and application of the Firm’s document management and accounting systems is required. 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 including co-ordinating appointments and diaries of the Team where necessary. 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 the exercise of due care and demonstration of trustworthiness and professionalism.

Experience and Qualifications:

Matric/Grade 12
5 to 7 years’ experience as secretary / legal secretary in a legal/professional services environment

Key Accountabilities:

Legal Administration:

Ensure compliance with New Business Intake (NBI) process and Know Your Client (KYC) requirements
Draft engagement letters and follow up on finalisation of same
Generate month-end invoices, including the entry of disbursements onto 3E and finalise same as well as sending accounts to clients, monitoring outstandings and liaising with the relevant credit controllers, and monitor monies held in trust
Independently review and respond to written and telephonic correspondence / queries with minimal disruption to fee earners
Dictation typing
Prepare PowerPoint presentations and basic level Excel spreadsheets
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:

Entry of time
Electronic Outlook and IManage filing and/or physical filing and maintaining filing systems
General office management and administration (faxing, photocopying, scanning)
Opening and closing of client files
Archiving of records on a regular basis
Ordering of stationery
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 the Team is promptly notified of guest / client arrivals
Overseeing the maintenance of a clean and organized workspace

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
Assisting Team with coordinating Team BD initiatives where required

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
Demonstrate complete trustworthiness and respect for colleagues.

Finance Administration:

Account management which includes capture of time, generate pro formas; process amendments and applicable discounts; finalise invoices, prepare itemized billing narratives, keep supporting documents such as disbursement invoices and sending accounts to clients
Assist with general financial management relating to the Team (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 B-BBEE purposes and to assist Partners in making their annual submissions

Bowmans is committed to achieving the objectives set in its transformation charter, and the targets in its employment equity plan. All recruitment decisions will be taken with due consideration being given to these objectives.

Seniority level

Associate

Employment type

Full-time

Job function

Legal and Other
Industries
Law Practice

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Bowmans (Law Firm) jobs

Legal Secretary (Intermediate) - Corporate Risk Litigation