Adams & Adams is Hiring a Secretary in Johannesburg
Duties and responsibilities
- Obtain and record costs from foreign associates and external service providers, including translation, notarisation and legalisation costs.
- Prepare quotations, cost estimates and supporting documentation for client approval.
- Maintain accurate quotation records and supporting correspondence.
- Follow up on outstanding cost information required for quotations.
- Open matters and clients on Patricia where applicable.
- Request and coordinate foreign trade mark searches with foreign associates.
- Record search results and relevant information on the matter management system.
- Follow up on outstanding search reports.
- Review and follow up on invoices relating to search reports.
- Ensure client records and matter information remain accurate and up to date
- Prepare administrative documentation required for foreign trade mark filings.
- Prepare and issue filing instructions to foreign associates.
- Coordinate supporting documents, including powers of attorney, priority documents and other filing requirements.
- Ensure filing requirements are met within prescribed deadlines.
- Monitor filing instructions and follow up where necessary.
- Record filing details, application numbers and relevant dates.
- Update the firm’s records and diary system following filing.
- Follow up on filing invoices received from foreign associates.
Requirements
Skills and knowledge
- Knowledge of foreign trademark filing procedures and prosecution processes.
- Understanding of foreign associate instructions and filing requirements.
- Ability to manage multiple matters across various jurisdictions
- Understanding of quotations, foreign costs, disbursements and billing processes.
- Ability to reconcile foreign associate invoices against quotations and instructions
- Strong diary and deadline management capability.
- Accurate matter administration and document control.
- High attention to detail and record keeping.
- Advanced proficiency in Patricia.
- Proficiency in Microsoft Word, Excel, Outlook and document management systems
Experience
- Minimum 2 years’ experience in a secretarial or administrative role.
- Experience within an Intellectual Property, Trade Marks, or legal environment will be advantageous.
- Experience working with electronic document management systems.
- Previous exposure to billing administration and records management is advantageous.
Qualification/s
- Matric (Grade 12) or equivalent qualification.
- Secretarial Diploma or equivalent qualification.
- Relevant tertiary qualification will be advantageous
