The posting
A professional legal practice is seeking a highly organised, proactive and detail-oriented Legal Practice & Office Administrator to support the day-to-day administration and smooth operation of the office.
This varied role is suited to someone who enjoys taking ownership, working independently and coordinating administrative, financial, legal and operational matters. The successful candidate will work closely with attorneys, clients, external legal service providers, suppliers and other stakeholders to ensure that matters are followed up efficiently and that the office operates in an organised and professional manner.
Duties and Responsibilities:
- Perform dictation typing and prepare general correspondence and legal documents.
- Maintain and manage physical and electronic legal files.
- Prepare and maintain legal file notes and supporting documentation.
- Draft and manage professional client and legal correspondence.
- Assist attorneys with general administrative requirements relating to legal matters.
- Liaise with sheriffs, advocates, correspondent attorneys and other external legal service providers.
- Process and maintain sheriff invoices and returns of service.
- Process advocate fee journals and related documentation.
- Ensure legal and administrative documentation is accurately recorded and filed.
- Prepare and review debtor age analyses.
- Monitor outstanding client accounts and identify overdue balances.
- Conduct professional payment follow-ups with clients.
- Prepare and send statements, invoices and remittances.
- Follow up on outstanding invoices and payments.
- Assist with payment arrangements and account queries.
- Investigate and resolve client account discrepancies.
- Handle VAT-related queries and liaise with relevant parties where necessary.
- Manage the day-to-day administrative functioning of the office.
- Manage office supplies and stationery.
- Liaise with suppliers and creditors regarding invoices, accounts and queries.
- Coordinate office-related operational requirements.
- Manage office parking allocations and related queries.
- Liaise with building management and service providers when required.
- Coordinate telephone, fibre, internet and general IT-related issues.
- Follow up with service providers until operational issues are resolved.
- Maintain effective physical and electronic document-management systems.
- Monitor general office requirements and ensure outstanding matters are followed up.
- Manage incoming and outgoing emails and telephone calls.
- Respond to routine client and stakeholder enquiries and direct enquiries to the appropriate attorney or staff member.
- Maintain professional communication with clients, suppliers and external stakeholders.
- Coordinate and follow up on outstanding administrative actions.
- Assist with general administrative requirements as they arise.
Qualification and Requirements:
- Previous experience in office administration, legal administration or a similar administrative role would be advantageous.
- Experience working in a legal practice or professional services environment would be beneficial.
- Experience with debtor accounts, invoicing, statements, payment follow-ups and age analyses.
- Familiarity with legal documentation, file management and correspondence.
- Comfortable working with financial information, client accounts and VAT-related queries.
- Computer literacy and the ability to manage physical and electronic filing systems.
- Strong written and verbal communication skills.
- Ability to handle confidential information with professionalism and discretion.
Skills and Attributes:
- Highly organised, methodical and detail-oriented.
- Proactive, with the ability to take initiative and follow matters through to completion.
- Able to work independently and take ownership of responsibilities.
- Excellent administrative, planning and coordination skills.
- Strong problem-solving abilities and sound judgement.
- Professional and confident when communicating with clients, suppliers and external service providers.
- Strong written communication skills and attention to accuracy.
- Reliable, discreet and trustworthy when handling confidential information.
- Comfortable managing multiple priorities and meeting deadlines.
- Able to identify potential issues and take appropriate action to resolve them.
- Adaptable and able to work effectively in a fast-paced legal environment.
- Willing to assist across different areas of the practice as required.
Working hours:
Monday to Friday, 08h00 17h00
Start Date:
ASAP
Only candidates who meet all the minimum requirements stipulated in the advert, will be considered. If you do not hear from us within two weeks of your application, please consider your application as unsuccessful.
