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Administration
Monitor all cell phone accounts, and query any discrepancies.
Short term and long term insurance.
Preparation for Partners meetings.
Arrangement of Professionals retreats.
Liaising with Law Society.
Assisting non-taxpayers register with SARS.
Liaising with banks.
Completing documentation for all branches in regards to banking, law society, pensions, contracts.
Collections and outstanding meetings with PA's and Ghost Practice to follow up with them on causes for non-payment and the way forward to recover the costs.
Management of various projects, such as Charity drives, Outstandings drive.
Library: maintain database of all books/publications.
Organise all printing of office stationery eg business cards, note pads etc.
Creating a procedure file which details the processes for the general functions you are responsible for, to allow another individual to take over with relative ease should you be away from the office.
Create templates of our standard forms.
Provide support and assistance to the Practice Partner with regards to IT and Office Planning and various other strategic business planning and troubleshooting.
Liaising with brokers on the provident fund and the medical aid insurance.
Dealing with lease agreements and negotiation of printers and copiers.
Planning, arranging and overseeing staff and client functions.
Arranging of gifts for staff and clients.
Dealing with any office move and office furniture.
Management of the company vehicle.
Management and maintenance of security.
Information Technology
Trouble-shoot IT problems.
Purchasing new IT equipment and ensure installation on network.
Human Resources
Ensure that all organisation requirements for new staff are in place before they start.
Organising and overseeing vacation work programme.
Ensure all HR docs are in place for staff.
Preparing salary increase, and bonus letters for staff
Create and maintain a supplementary leave register as well as approve and monitor leave.
Organise staff training.
Induction of new employees
Description of the relationships and roles within the company
Manage and deal with requests and/or give instructions that are outside of the norm for the receptionist, cleaners and driver and ensure that they understand the instruction and that they action or follow the request.
Oversee and manage the support staff.
Secretary/PA/Paralegal Duties
General administrative duties.
Typing of legal documents
Accounting for fee earners
Sending e-mails on behalf of Partners
Dictaphone typing/Digital transcriptions
Doing personal work for Partners
Assisting Company Secretarial department with duties
Coordination and management of matter work flow of Associates and delivery thereof to the Partners;
Coordination of matter work flow for Partners;
Delegating work to others in the Partners absence;
Coordinating matters and related documents when involving other departments i.e due diligence;
Typing and amending agreement, documents and letters;
Attending to emails and dairy for the Partners;
Screening phone calls, enquiries and requests and dealing with them in an appropriate manner;
Attending to client requests for information and minor changes on agreements when appropriate;
Attending departmental meetings;
Due diligence projects: project management for the team and others who may be involved.
Receptionist function such as booking boardrooms, assisting clients.