Secretary I

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.

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