Paralegal I (Pretoria)

Adams & Adams; Pretoria; On-site; ZAR 250 000 - 350 000; Full time

Job summary

A law firm in Pretoria is seeking a Paralegal I to handle patent-related administrative tasks, manage client correspondence, and ensure compliance with both internal and client requirements. The role requires a relevant tertiary qualification and strong attention to detail, along with skills such as clear communication and client service orientation. Candidates with experience in the Patricia and CMS systems will have an advantage. This is a fulltime position with a focus on accurate billing and efficient workflow management.

Qualifications

• 8 years post-matric or equivalent qualification.
• Experience working on Patricia and CMS will be advantageous.

Responsibilities

• Ensure accurate and timely handling of patent-related administrative tasks.
• Assist with billing inquiries, follow up on outstanding accounts.
• Handle own diary terms and follow up on outstanding WIP items.
• Respond to incoming client correspondence and manage enquiries.
• Open client accounts and update records in Patricia and CMS.
• Handle large volumes of general correspondence and documents.

Skills

Attention to Detail & Precision

Client Service Orientation

Results & Deadline Focus

Analytical Problem Solving

Integrity & Sound Judgment

Clear Written & Verbal Communication

Ownership & Initiative

Resilience Under Pressure

Professionalism & Service Orientation

Education

Relevant tertiary qualification such as BCom Law or Paralegal certificate

Job description

Job title : Paralegal I (Pretoria)

Job Location : Gauteng, Pretoria

Description

Ensure accurate and timely handling of patent-related administrative tasks, maintain compliance with internal and client requirements, and provide exceptional client service while managing diary and workflow responsibilities.

CORE CRITIAL ROLE RESPONSIBILITIES

Practice Administration & Billing

Assist with billing, enquiries, and credit / debit notes; follow up on outstanding accounts; manage urgent matters promptly and efficiently. Prepare and check bundles of documents for sending to the patent office for binding into letter patent. Check, docket and dispatch letters patent and design registration certificates to client. Prepares and processes debit / credit notes; manages outstanding accounts effectively.

Prepare and check the electronic patent journal.

Prepares and processes debit / credit notes; manages outstanding accounts effectively.

Diary & Workflow Management

Handle own diary terms; follow up on outstanding WIP items; ensure timely completion of urgent tasks. Maintains and prioritizes diary tasks; ensures timely completion of urgent matters.

Client Correspondence & Liaison

Respond to incoming client correspondence; manage enquiries; maintain professional communication. Handles large volumes of correspondence professionally; responds promptly to client queries. Respond to queries from the patent office.

IP System & Record Management

Open client accounts on Patricia and CMS; update and maintain records; open cases in Patricia; check and monitor standing instructions. Open and maintains client accounts in Patricia and CMS; ensures data integrity and compliance.

Document Handling

Handle large volumes of general correspondence; ensure accuracy and compliance with firm standards. Handle large volumes of documents bundles, ensure accuracy, and compliance with firm standards. Handle large volumes of letters patent and design registration certificates. Processes and organizes general correspondence; LPs and DRCs maintain accuracy and compliance with firm standards.

Initiative & Proactive Practice

Display high level of initiative; anticipate needs and act proactively to support practice efficiency.

Practice Administration & Billing

Manages billing processes, enquiries, and account follow-ups accurately and efficiently. Prepare and check bundles of documents for sending to the patent office for binding into letter patent. Check, docket and dispatch letters patent and design registration certificates to client. Prepare and check the electronic patent journal.

Diary & Workflow Management

Maintains and prioritizes diary tasks; ensures timely completion of urgent matters.

Client Correspondence

Handles large volumes of correspondence professionally; responds promptly to client queries.

KEY PERFORMANCE METRICS

Accurate updates in Patricia and CMS; error-free correspondence. All diary tasks and urgent matters completed within SLA and deadlines. Zero compliance breaches; adherence to internal and client requirements. Positive feedback from clients; timely response to enquiries and correspondence. Accurate billing and account management; minimal errors in debit / credit notes. Effective management of diary and WIP items; reduced backlog.

Requirements

Skills and knowledge

Attention to Detail & Precision, Client Service Orientation, Results & Deadline Focus, Analytical Problem Solving, Integrity & Sound Judgment, Clear Written & Verbal Communication, Ownership & Initiative, Resilience Under Pressure, Professionalism & Service Orientation.

Qualification / s

A relevant tertiary qualification. BCom Law, Paralegal certificate / Higher certificate in Law, 8 years post-matric or equivalent qualification. Experience working on Patricia and CMS will be advantageous.

Law / Legal jobs

Law / Legal jobs