Legal Secretary - Durban, South Africa - Good Help Recruitment

Good Help Recruitment

Verified Company

Durban, South Africa

6 days ago

Posted by:

Thabo Mthembu

beBee Recruiter

Duties and responsibilities

Ensure effective diary management:

Ensure that the diary is always up to date and all requests for meetings by internal and external stakeholders are scheduled.
Ensure meeting rooms, refreshments, IT equipment, travel arrangements and all other ad hoc requests are arranged and in place prior to the start of meetings and/or teleconferences.
Ensure all relevant meeting minutes, agendas and necessary information packs are collated and circulated timeously to all meeting delegates.

Ensure collation, production and distribution of documents and presentations:

Adhere to house styles and NRFSA formats and forward any variations to the L&D department for approval.
In collaboration with the relevant feeearners, ensure all documentation is produced within specified deadlines and are of a high quality.
Ensure accurate and timely distribution of documentation and correspondence to all internal and external stakeholders.

Document management:

Downloading, sorting, and printing of environmental documents from virtual data rooms and filing in relevant folders in Work Site.
Assisting with the management of documentation during large projects.

Ensure debtors books are monitored and attended to on a regular basis:

Responsible for drawing an age analysis report on a regular basis.
Attend to all administrative requirements pertaining to the practice's invoicing process.
Proactively monitor and attend to all outstanding invoices on a timely basis.

Ensure effective CMS administration:

Assist team members by accurately capturing time on CMS on a regular basis.
Proactively monitor unbilled time on a monthly basis and address same with the relevant senior associate and/or director.
Ensure fees are debited on a regular basis on the CMS system.
Ensure that statements are sent out to clients regularly and are followed up in respect of expected payment dates.
Proactively check unbilled disbursements regularly and action accordingly.

Provide administrative support to the practice area's BD function:

Provide assistance in the compilation of presentations, bid and tender documents.
Ensure that client contact lists are always up to date.
Keep a database of information brochures and other relevant marketing material required for BD needs.

Provide an effective office management and administrative support function:

Provide an administrative support function to all team members.
Maintain a neat, tidy, and presentable work area at all times.
Maintain an adequate stationery float and adhere to the stationery ordering schedule.
Report and escalate all office maintenance and facilities queries and ensure appropriate follow up.
Manage the filing systems for your reporting director/s and assist with overflow filing within the team.
The appropriate use of WorkSite and all other relevant electronic document management systems.
Ensure that the teams archiving system is regularly managed.
Provide assistance to clients and/or escalate client queries to the relevant team members.
Keep abreast of the operations within the practice area to provide an effective client liaison function to all internal and external stakeholders.
Always observe a professional telephone etiquette to internal and external clients.

Qualifications and Experience:

Grade 1
A relevant secretarial qualification would be an advantage.
Minimum of 3 years commercial secretarial experience.
Sound knowledge of MS Office (i.e., MS Word, Excel & PowerPoint.)
Experience within a commercial and or environmental team would be an advantage Attributes and knowledge.
Good command of the English language, both verbal and written.
Excellent organisational skills with attention to detail.
Good interpersonal skills.
Tact and discretion with the ability to maintain confidentiality.
Ability to work in a team as well as independently.
Conscientious, proactive, and service orientated.
Punctual and reliable.
Strong work ethic.
Ability to work under pressure and meet deadlines.
Able to work overtime when required from time to time.