Secretary II Jobs in Pretoria, South Africa at Adams & Adams
Description
Adams and Adams is a leading African law firm known for client-centric service and a culture of trust, collaboration, and innovation. The firm prioritises talent development and fosters continuous learning to empower teams.
The Secretary II role ensures the efficient operations of a team within the trade mark litigation department, by combining financial administration, legal document preparation, client liaison and general office support. The Secretary II safeguards deadlines, maintains accurate records, and provides essential assistance to attorneys and partners in managing trade mark portfolios and litigation matters.
Requirements
Financial & Billing Administration
Billing files timeously to meet month end deadlines, including preparing full billing data and costing (and notation) of files on CMS (both Debit notes and Credit notes)
Capturing daily to ensure that all accounting is in order and files are up to date
Preparing billing data and debit/credit notes
Attending to the invoicing of domain names
Preparing quotations for trade mark litigation matters as well as domain name registrations and renewals
Managing accounts, responding to account queries, and following up on overdue payments timeously
Preparing requisitions for agents/service providers
Requesting updates of address database / new account numbers on CMS
Attending to account handovers (bad debtors)
Efficiently attending to account/billing matters with accuracy
Files & Record Management
Maintaining proper and up to date electronic files on systems (Patricia, Net Documents, CMS, litigation databases)
Ensuring all electronic file records are up to date on a daily basis
Opening new files, updating file records, and closing files once the matter is finalised
Maintaining litigation diary, including diarising deadlines, and creating weekly diary lists
Updating and maintaining accurate standing instructions on electronic databases
Legal & Trade Mark Support
Preparing and filing of trade mark forms with accuracy
Assisting with preparation of High Court and other litigation papers, paginating, indexing and preparation of bundles.
Preparing schedules for litigation papers and other trade mark matters
Conducting searches with Trade Marks Office, Companies & Close Corporations Office
Using templates, complete and update draft affidavits and domain name complaints by inserting case specific information and tailoring them to the circumstances
Arranging for service on CIPC/ High Court, counter parties, etc
Instructing the registration and renewal of domain names
Reviewing PAWS journals and sending watch letters
Requesting searches from the Trade Marks Office and Companies & Close Corporations Office
Filing formal documents through the relevant portals with accuracy and ensuring that all annexes are attached
Client & External Liaison
Answering calls, screening enquiries, and liaising with clients telephonically
Coordinating consultations and arranging venues
Arranging for translation of documents through external translators
Sending e-mails, letters and other correspondence
General Administrative Support
Typing/editing documents/affidavits/letters for partners, associates, and candidate attorneys
Photocopying and scanning of various documents, collating annexures, and digital photography of evidence
Ordering stationery for partner and preparing computer presentations
Functional Skills
Strong computer literacy (MS Word, Excel, PowerPoint)
Excellent command of English (fluency and accuracy)
Accounting skills, knowledge and record-keeping ability
Competence in drafting letters, emails, and professional correspondence
Professional telephone etiquette and client communication skills
Core Competencies
High attention to detail and accuracy
Ability to take initiative and proactive problem-solving abilities
Analytical thinking and sound decision-making
Effective organizational skills with ability to prioritise work
Ability to work independently and under pressure
Flexibility in handling varied tasks and schedules
Reliability and trustworthiness in responsibilities
Commitment to confidentiality and discretion
Qualifications
Matric or National equivalent qualification with English at Higher Grade
Experience
2+ years relevant secretarial experience (Trade Mark Litigation experience would be an advantage)
Title: Secretary II
Company: Adams & Adams
Location: Pretoria, South Africa
Category:
