Legal Secretary (Intermediate) - Corporate Risk Litigation

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 coordinating 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, 7 years' experience as secretary / legal secretary in a legal / professional services environment.

Key Accountabilities

1. Legal Administration: Ensure compliance with New Business Intake (NBI) process and Know Your Client (KYC) requirements, draft engagement letters and follow up on finalization of same, generate month-end invoices, including the entry of disbursements onto 3E and finalize same as well as sending accounts to clients, monitoring outstandings and liaising with the relevant credit controllers, and monitor monies held in trust.
2. Independently review and respond to written and telephonic correspondence/queries with minimal disruption to fee earners.
3. Dictation typing.
4. Prepare PowerPoint presentations and basic level Excel spreadsheets.
5. Maintain an up-to-date repository of templates and precedents relevant to the department.
6. Ensure that the practice group clients are kept up to date on Interaction.
7. Follow up with relevant service providers to ensure prompt resolution of problems.
8. Operate as a super user, providing functional support and coaching to other staff.

Diary Management / Scheduling

1. Proactively organise and manage diaries and make appointments.
2. 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.
3. Provide partner with relevant information and documentation to ensure preparedness for meetings.

Document Generation

1. Copy typing.
2. Draft, amend and format general correspondence and documents, paying attention to detail, and ensuring good spelling/grammar/punctuation.
3. Draft, amend and format legal correspondence and documents, paying attention to detail and ensuring good spelling/grammar/punctuation.
4. Prepare presentations and reports as required by the partner or department.
5. Knowledge of and adherence to 'in-house' and external styles to maintain standardization, consistency, and compliance with prescribed formats, if applicable.

General Administration

1. Entry of time.
2. Electronic Outlook and IManage filing and/or physical filing and maintaining filing systems.
3. General office management and administration (faxing, photocopying, scanning).
4. Arrange and coordinate functions to launch and promote the Team's Matters.
5. Opening and closing of client files.
6. Archiving of records on a regular basis.
7. Ordering of stationery.
8. Seeking ways to pro-actively improve efficiency and administration within the team.
9. Ability to assess and prioritise workload.
10. Inspect and arrange for the maintenance and repair of office space, equipment and other services.
11. Maintain safe custody of documents for clients ensuring that the correct signing and verification procedures are followed.
12. Prepare outgoing packages for dispatch in line with national and/or international postage and courier requirements.
13. Ensure items held for collection are kept secure and safely and delivered as instructed.
14. Co-ordinate the leave schedule.
15. Ensure that the Team is promptly notified of guest/client arrivals.
16. Overseeing the maintenance of a clean and organized workspace.
17. Attend to ad hoc personal matters on behalf of the partners.

Travel Arrangements

1. Make all travel arrangements.
2. Proactively manage and communicate changes to travel and make alternative arrangements where necessary.
3. Research travel and immigration requirements.
4. Ensure that they are all met, and Visa applications are processed timeously.

Business Development Support

1. Provide administrative support service to the BD team by focusing on efficient coordination 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.
2. Tracking costs.
3. Assist with pitch and tenders and credential statements.
4. Assisting Team with coordinating Team BD initiatives where required.

Relationship Building

1. Develop and maintain relationships with all levels of staff as a trusted resource.
2. Maintain strong working relationships and have open and transparent communication between all members of the Team.
3. Develop and maintain relationships with vendors to ensure the quality-of-service delivery.
4. Assistance with the development and support of all Team members.
5. Demonstrate complete trustworthiness and respect for colleagues.

Finance Administration

1. Account management which includes capture of time, generate pro formas; process amendments and applicable discounts; finalize invoices, prepare itemized billing narratives, keep supporting documents such as disbursement invoices and sending accounts to clients.
2. Assist with general financial management relating to the Team (e.g., credit notes, general financial queries, creation of vendors, write-offs, etc.).
3. Record and note terms and conditions governing fee arrangements for clients.
4. Record and note e-billing requirements.
5. Peruse, verify and capture creditors' invoices for payment.
6. Handle creditor queries and resolve any discrepancies both internally and externally.
7. Verify statement of accounts and invoices for accuracy.
8. Liaise directly with clients in respect of queries.
9. Create purchase order numbers for sponsorships and process support department requisitions.
10. Process client entertainment, business/client travel, and general reimbursement claims.
11. 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.
12. Manage work in progress (WIP) fees and ensure timeous billing.
13. Assist with clearing up WIP – suggest write-offs of minor soft costs and fee amounts in matters where the WIP is over days or no longer proceeding.
14. 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