Legal

Secretary I

Adams & Adams·Gauteng, south-africa·Full Time·Onsite
LegalFull TimeOnsite
-

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

Key skills

MatricBachelorsNational Diploma
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At a glance

Company

Adams & Adams

Location

Gauteng, south-africa

Employment

Full Time

Experience

Valid until

Not specified

Created

October 14, 2026

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