Commercial Legal Secretary

SUMMARY:
Our client, a leading South African law firm with a reputation for integrity and excellence, is seeking a highly organised and detail-orientated Legal Secretary for their Commercial department. This role requires a confident professional who can handle a wide range of confidential secretarial and administrative responsibilities, while supporting Attorneys, Paralegals and other team members.

To succeed in this role, you must have excellent time management, strong organisational skills and a keen eye for detail.

POSITION INFO:
Minimum Requirements:

• Grade 12 (Matric).
• Paralegal or Legal Secretarial qualification.
• Minimum 5 years’ experience as a Legal Secretary within a law firm.
• Own transport essential.
• Dictaphone typing.

• CMS / Adarant.
• Microsoft Office Suite.
• Billback.
• Basic numeracy and literacy.
• Administrative and clerical procedures and systems.
• FICA.

• Communicate effectively, both verbally and written.
• Promote collaboration across functional and geographical boundaries.
• Demonstrate the ability to anticipate and plan.
• Demonstrate customer focus.
• Constructive teamwork.
• Work with speed and accuracy.
• Honesty, reliability, and punctuality.
• Ability to take initiative.
• Be able to work under pressure, and occasionally after hours.
• Well organised and conscientious.

• Manage diaries and schedules for Partners and legal professionals, including co-ordinating meetings, preparing necessary documentation, and arranging travel.
• Maintain and organise legal files, case documents, and law library resources in accordance with the firm’s protocols.
• Open and close legal files following internal policies and procedures.
• Prepare and process legal documentation, correspondence, pleadings, and contracts.
• Ensure hard copy files are up to date and correctly filed.
• Dispatch accurate legal documents and liaise with messengers or drivers as needed.
• Handle day-to-day office administration and general secretarial duties.
• Perform dictation typing with accuracy and speed.
• Provide administrative support within the Commercial/Corporate Law department.
• Liaise with clients regarding outstanding payments and maintain a record of communication.
• Generate and submit weekly reports on outstanding client accounts to the Finance department.
• Ensure full compliance with FICA requirements.
• Record time and complete timesheets on CMS/Adarant.
• Track Attorney billing and time records accurately.
• Assist with monthly invoicing in line with the firm’s financial procedures.