Secretary I/II (JHB West Rand)

Secretary I/II (JHB West Rand)

Description

• To provide administrative and secretarial support within the Trade Marks Department, ensuring the accurate processing of trade mark applications, maintenance of client records, management of correspondence, diary administration, and delivery of exceptional client service. The incumbent will assist with trade mark prosecution activities and provide efficient support to attorneys, partners, and clients

Requirements

• Skills and knowledge

• Knowledge of basic trademark filing procedures.

• Ability to prepare filing documentation accurately.

• Understanding of trademark prosecution processes

• Strong drafting and typing skills.

• Ability to prepare professional legal correspondence.

• Typing speed of 60+ words per minute.

• Ability to manage electronic and physical files effectively.

• Strong diary and deadline management skills.

• Accurate record keeping and document control

• Proficiency in MS Word, Excel, Outlook, and PowerPoint.

• Experience with Patricia or similar IP management systems advantageous.

• Experience with document management systems

• Professional communication with clients and external stakeholders.

• Ability to manage telephone and email queries efficiently.

• Strong relationship management skills

• Qualification/s

• Matric (Grade 12) or equivalent qualification.

• Secretarial Diploma or equivalent qualification.

• Relevant tertiary qualification will be advantageous

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

• Junior Compliance Officer (Pretoria)

Description

• D

• Junior Compliance Officer

• Areas of responsibility

• Assists the compliance manager to identify, assess, advise on, monitor, report, and provide training on the compliance risk of the firm.

• Assists the compliance manager to monitor processes, practices, and documents to identify gaps.

• Assists the compliance manager to evaluate business activities to assess compliance risk.

• Assists the compliance manager to identify, investigate, and resolve all activities that are deemed non-compliant.

• Assists the compliance manager to train employees.

• Keeps abreast of local and international standards and regulatory advancements.

• Assists the compliance manager in the following areas:

• Privacy and data protection (POPIA and GDPR).

• FICA

• B-BBEE

• Anti-corruption

• Client Compliance Fulfilment

• Role

• Assist in completion and drafting of Compliance Risk Management Plans.

• Perform compliance monitoring.

• For Privacy and data protection specifically:

• Conduct monitoring to check compliance.

• Maintain records of all data processing activities of the company

• For FICA specifically

• Conduct due diligence reviews.

• Onboarding customers

• Submitting reports to the FIC

• Provide training and awareness.

• For B-BBEE specifically

• Assist in the process of routinely updating the score monitoring application to provide a quarterly indicative scorecard.

• Assist with B-BBEE audits including, arranging, compiling evidence file and audit execution.

• For Client Compliance Fulfilment specifically

• Complete the firm’s responses to client questionnaires

• Secure appropriate responses to questions requiring specialist input as necessary

• Maintain a database of all client questionnaires including standard responses to routine questions

Requirements

• Knowledge and experience

• Minimum of 1 years’ work experience.

• knowledge of at least one of the areas of responsibility.

• Experience in interpreting regulatory requirements

• Personal attributes

• Ability to perform duties in a self-motivated and independent manner.

• Strong oral and interpersonal communication skills

• Outstanding writing and communication skills

• Ability to communicate complex issues in simple and user-friendly language

• Ability to balance the roles of trusted advisor and internal policing.

• Fluent in English

• Have a high attention to detail

• Ability to prioritise tasks in a high-pressure environment

• Conveyancing Team | Bonds Secretary/Paralegal (Pretoria)

Description

• Join our Conveyancing Team | Bonds Secretary/Paralegal

• Top conveyancing professionals are the driving force behind successful property transactions, and we are looking to connect with the best legal support talent in the market. We welcome applications from experienced Conveyancing Secretaries and Paralegals with expertise in bond registrations, bond cancellations, and property transfers. This is an opportunity to join a respected legal environment that values technical excellence, accountability, and professional growth. If you have built a strong career within the Conveyancing sector and considering a new role where your expertise, attention to detail, and commitment to service excellence will be recognised and rewarded, we would love to hear from you.

• What You’ll Bring

• 7+ years’ experience in mortgage bond registrations

• Proven commercial bond conveyancing experience

• Ability to independently manage conveyancing matters from inception to registration

• Thorough understanding of conveyancing processes, including bonds, transfers, cancellations, and notarial matters

• Strong ability to interpret loan conditions, title conditions, deeds office records, and Surveyor General diagrams

• High level of accuracy in drafting conveyancing documentation, including bond documents, transfer documents, powers of attorney, waivers, resolutions, and notarial deeds

• Experience with LexisConvey, Webconvey, Stordoc, L@W/E4, and Microsoft Office

• Excellent attention to detail, communication, and stakeholder management skills

Key Responsibilities

• Manage commercial bond registrations and conveyancing matters end-to-end
• Draft and prepare conveyancing and loan documentation
• Conduct deeds office searches and interpret records
• Liaise with clients, banks, attorneys, and managing agents
• Ensure compliance with loan conditions and regulatory requirements
• Coordinate lodgements, registrations, and related financial administration

Requirements

• Skills and Knowledge

• Strong command of the English language, with excellent written and verbal communication skills

• Proficient in Microsoft Office Suite, particularly Microsoft Word

• Accurate typing speed of at least 60 words per minute

• Ability to work independently, demonstrate initiative, and effectively manage competing priorities in a high-pressure environment

• Strong organisational and time-management skills, with the ability to manage multiple matters simultaneously while meeting deadlines

• Exceptional attention to detail and a commitment to producing high-quality, accurate work

• Methodical and systematic approach to work, with strong problem-solving capabilities

• Professional and client-focused, with the ability to engage effectively with colleagues, clients, and external stakeholders

• Ability to maintain confidentiality and exercise discretion when handling sensitive information

• Experience in Dictaphone typing would be advantageous

• Knowledge and practical experience of Patricia and CMS systems will be a distinct advantage

• Trade Mark Paralegal II (Pretoria)

Description

• The Trade Mark Paralegal is responsible for providing comprehensive administrative and paralegal support to the Trade Mark Recordal practice. The role includes routine legal tasks performed under supervision, maintaining the accuracy of trade mark records, attending to client and agent correspondence, and ensuring efficient management of the department’s processes and workflows.

• Duties and responsibilities

• Trade mark portfolio management

• Legal support

• Practice administration & billing

• Documentation & correspondence

• Diary and deadline management

• Communication & client service

• Technical Competencies

• Trade mark filing & registry procedures

• Intellectual property administration

• Docketing & records management

• Documentation & correspondence production

• Financial processing & IP billing

• Systems & software competence