Legal Secretary (Intermediate)/Credit Controller

Bowmans (Law Firm); Johannesburg; On-site; ZAR 300 000 - 450 000; Full time

Job summary

A leading law firm is seeking a skilled legal secretary to provide comprehensive administrative support to their legal team. The role involves managing documents, ensuring compliance, and facilitating client interactions. Ideal candidates will have extensive experience in a legal environment, strong financial management skills, and the ability to maintain confidentiality while engaging with clients. This position offers the opportunity to work in a dynamic environment, contributing to the efficiency of legal operations.

Qualifications

• 5 to 7 years’ experience as secretary/legal secretary in a legal/professional services environment.
• Experience in a financial or credit controller role is advantageous.

Responsibilities

• Provide legal and administrative support to a team of legal professionals.
• Manage finance and client administration effectively, including FICA and VAT.
• Effectively manage collections of funds and invoices.

Skills

Adaptability

Attention to Detail

Financial Acumen

Organized

Proactive

Communicative

Problem-Solving

Resilient

Education

Matric/Grade 12

Secretarial Qualification

Financial or Credit Management Qualification

Tools

MS Office

Job description

This role can be based in either our Sandton or Cape Town office.

Purpose:

To provide legal and administrative support to a team of legal professionals (Partners, Senior Associates, Associates, and Candidate Attorneys). Responsibilities include processing, filing, and managing documents efficiently; applying accounting and document management systems; ensuring adherence to internal and legal compliance standards; and acting as the central coordination point for the department. This role requires discretion, strong interdepartmental relationships, and operational efficiency.

Experience and Qualifications:

• Matric/Grade 12
• Secretarial qualification (advantageous)
• Financial or credit management qualification (advantageous)
• 5 to 7 years’ experience as secretary / legal secretary in a legal/professional services environment
• Experience in a financial or credit controller role (advantageous)
• Computer literacy - MS Office (Intermediate proficiency)

Key Accountabilities

Legal Administration

• Ensure compliance with and timely execution of New Business Intake (NBI) process and FICA and Know Your Client (KYC) requirements
• Draft engagement letters
• Ensure compliance with SARS requirements
• Independently review and respond to all written and telephonic correspondence / queries with minimal disruption to fee earners
• Conduct company searches using SA Company, Who Owns Who etc
• Ensure practice group clients and contacts are kept up to date on Interaction
• Follow up with relevant service providers and clients to ensure prompt resolution of issues
• Assist with transaction pre-closing and post-closing attendances
• Assist with access and management of virtual data rooms for due diligences (KIRA)

Finance, NBI and Client Administration:

• Manage finance and client administration effectively and accurately, including FICA, VAT, billing, and policy details
• Ensure adherence to billing requirements and track fees/WIP against estimates and reserves
• Handle trust funds and monitor trust account balances
• Assist in recording time, managing disbursements, and preparing reports
• Coordinate submission of invoices and statements, liaising with clients and contacts
• Identify poor payors and support debt collection efforts
• Support general financial management tasks such as credit notes, vendor creation, and write-offs
• Process client entertainment, travel, and reimbursement claims
• Assist with WIP management and escrow transactions
• Monitor and manage team budget and VAT processes

Collections:

• Effectively manage collections of funds and invoices, following up regularly and escalating as needed
• Negotiate and monitor repayment plans, and handle bad debt issues

Additional Responsibilities:

• Diary management and scheduling
• Document generation and formatting
• Travel arrangements
• Business development support and relationship building
• Client engagement and confidentiality maintenance
• Participation in firm-wide projects to improve systems and processes

Competencies

• Adaptability, attention to detail, financial acumen
• Organized, proactive, communicative, problem-solving, resilient