Legal Secretary (Intermediate)/Credit Controller

Bowmans (Law Firm); Sandton; On-site; ZAR 360,000 - 520,000; Full time

Job summary

Bowmans in Sandton or Cape Town is seeking a skilled Legal Administrator to provide comprehensive support to Partners, Senior Associates and the broader team. The role focuses on finance, billing, document management and client administration in a confidential, fast-paced law firm environment.

Applicants should have 5–7 years as a legal secretary, a Matric and a financial/credit qualification advantageous, with Elite 3E experience preferred.

Qualifications

• 5–7 years' experience as secretary/legal secretary in a legal/professional services environment.
• Experience with New Business Intake (NBI), KYC and SARS compliance is essential.
• Experience with Elite 3E is advantageous.

Responsibilities

• Ensure compliance with NBI, FICA and KYC requirements and SARS compliance.
• Independently respond to written and telephonic queries with minimal disruption to fee earners.
• Manage finance, client administration and billing including WIP, invoicing and trust matters.
• Prepare billing reports, narratives and reconciliations.
• Maintain filing systems and records management; coordinate travel and events as needed.
• Support the team with process improvements and system optimisation.

Skills

Organisational skills

Attention to detail

Discretion

Stakeholder management

Education

Matric/Grade 12

Financial or credit management qualification

Tools

Elite 3E

FICA knowledge

Job description

This role may be based in either Sandton or Cape Town, depending on business requirements and the successful candidate's location.

Purpose

To provide a range of legal and administrative support services to a team of legal professionals comprising Partners, Senior Associates, Associates and Candidate Attorneys. Ensure that all work generated by the team is processed, administered and filed in an efficient and orderly manner. Apply advanced functional knowledge of the firm's accounting, billing and document management systems while ensuring compliance with internal policies, procedures and regulatory requirements applicable to the legal industry. Act as a central support hub within the practice, maintaining strong stakeholder relationships, driving operational efficiency and contributing to excellent client service delivery. The role requires a high level of professionalism, financial administration capability, organisational skills, attention to detail and the ability to handle confidential information with absolute discretion at all times.

Experience and Qualifications

• Matric/Grade 12
• Financial or credit management qualification (advantageous)
• 5 to 7 years' experience as secretary / legal secretary in a legal/professional services environment
• Experience in Elite 3E (advantageous)
• Experience in a financial or credit controller role (advantageous)

Key Accountabilities:

Legal Administration

• Ensure compliance with and timeous execution of New Business Intake (NBI) processes and FICA and Know Your Client (KYC) requirements.
• Ensure compliance with SARS requirements.
• Independently review and respond to written and telephonic correspondence and queries with minimal disruption to fee earners.
• Conduct company searches using SA Company, Who Owns Who and other relevant databases.
• Ensure practice group clients and contacts remain up to date on Interaction.
• Follow up with relevant service providers and clients to ensure prompt resolution of issues.
• Attend to transaction pre-closing and post-closing matters where required.
• Assist with access management and administration of virtual data rooms for due diligences (KIRA).
• Prepare PowerPoint presentations where required.
• Maintain relevant templates and precedents for the department.
• Operate as a super user and provide support and coaching to team members.

Finance, NBI and Client Administration

• Attend to all aspects of finance and client administration effectively and accurately.
• Obtain and maintain FICA documentation, VAT declarations, billing requirements, policy details and subscription information.
• Ensure adherence to client billing requirements, including split billing arrangements and e-billing requirements.
• Manage fee estimates, agreed fees, fee caps and reserves while monitoring WIP against approved thresholds.
• Manage trust funds, retainers, fee deposits and related client reporting requirements.
• Assist with time recording where required.
• Manage disbursement invoices, creditor payments and related reconciliations.
• Prepare billing reports, proformas, narratives, split bills, statements and reconciliations.
• Prepare weekly timekeeper reports and financial reports for partners and management.
• Maintain ongoing communication with clients regarding billing and financial matters.
• Submit invoices and related documents through e-billing platforms and client portals.
• Identify poor payers and escalation concerns appropriately.
• Assist with credit notes, vendor creation, financial queries, sponsorship requisitions and reimbursements.
• Process client entertainment and business travel claims.
• Assist with WIP reviews and write-off recommendations.
• Manage escrow administration, trust transfers and trust disbursement requisitions.
• Administer investment of monies and allocation of funds according to accounting requirements.
• Assist in budget monitoring and management.
• Execute VAT-related processes and client requirements.
• Ensure accurate record keeping and financial administration across all assigned matters.

Collections (Funds in Trust and Invoices)

• Independently manage collections activities and ensure timely recovery of outstanding amounts.
• Review age analysis reports and follow up with clients regularly.
• Liaise with the Finance team regarding allocation of funds.
• Manage collection processes, escalations and payment arrangements.
• Assist with payment plans where required.
• Allocate daily receipts and investigate allocation discrepancies.
• Maintain collection targets and monitor outstanding debtors.
• Escalate bad debt concerns and support legal recovery processes where applicable.
• Support partners with all aspects of billing and financial management.
• Review matter setup and allocate budget and accrual reporting.
• Review cost entries for compliance and accuracy.
• Manage the full e-billing process, including uploads, approvals and rejection resolution.
• Upload statements and invoices on client e-billing portals.
• Monitor e-billing submissions and ensure successful processing.

General Administration

• Maintain filing systems and records management processes.
• Assist with AI-use verification and record-keeping obligations in line with firm policies.
• Provide general office administration support including scanning and photocopying.
• Coordinate meetings, events and functions.
• Open, maintain and close client files.
• Archive records as required.
• Manage stationery orders.
• Continuously identify opportunities to improve administrative efficiency.
• Maintain safe custody of client documents and ensure compliance with verification procedures.
• Coordinate team leave schedules.
• Maintain an organised and professional working environment.

Travel Arrangements

• Arrange domestic and international travel.
• Manage travel changes and alternative arrangements.
• Research travel and immigration requirements.
• Coordinate visa applications and supporting documentation.

Business Development Support

• Provide administrative support for conferences, events and business development initiatives.
• Coordinate delegate registration, accommodation, travel and visa arrangements.
• Arrange travel insurance and manage related administration.
• Track costs and maintain accurate records.
• Assist with pitch documents, tenders and credential statements.

Relationship Building

• Develop and maintain strong relationships at all levels.
• Act as a trusted support resource to the team.
• Foster collaboration and open communication.
• Maintain strong vendor relationships.
• Support and contribute to team development initiatives.

Client Engagement

• Build and maintain strong client relationships.
• Resolve client account and billing queries.
• Maintain strict confidentiality.
• Develop a strong understanding of client requirements and billing arrangements.

Special Firm-Wide Projects

• Support Legal Service Improvement projects.
• Assist with systems optimisation and process improvement initiatives.
• Participate as a test user for service improvement activities and system enhancements.
• Attention to Detail
• Highly Organised
• Interactive Communication
• Proactive
• Problem-Solving
• Resilience
• Writing Skills
• Strong Administrative Skills

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