Intermediate Secretary - Shipping & Logistics at Bowmans (Law Firm)

Job description

Experience and Qualifications:

• Minimum Matric and Legal Secretarial diploma essential

• 3 - 5 years secretarial experience

• Maritime experience advantageous

• Entirely proficient in Microsoft Office including but not limited to Microsoft Word, Excel and Powerpoint

• 3E experience advantageous

• Departments Port Watch experience advantageous

• Typing speed minimum 45 wpm

• Flexibility to work overtime occasionally.

Job Accountabilities

• Diary management, co-ordination of appointments and meetings

• Co-ordinate team travel arrangements

• Typing – faxes, memos, statements and other practice area documents

• Telephone duties – effective screening and problem resolution

• Maintaining an efficient and effective departmental filing system both manually and electronically using Filesite document management system

• Assist with departmental Port Watch

• Account management on 3E which includes time capturing, payment requisitions and invoicing, itemized billing, draft accounts, adjustments, amendments and final accounts

• Manage and maintain CRM system on Interaction

• Research client information using web based resources

• Assist with client event co-ordination

• Assist with ad hoc tasks or projects as required.

Personal attributes and skills:

• Initiative

  A self-starter; proactive, takes action to achieve goals beyond what is required.

• Client focus

  Dedicated to meeting the expectations and requirements of internal and external clients. Act with the client/s in mind and maintain effective relationships with clients to gain trust and respect.

• Work standards

  Sets high goals and or standards of performance for self and the team and consistently meet these high standards.

• Planning and organizing

  Sets priorities, manages schedules and plans accordingly in a busy and often pressurized environment. 

• Communication skills

  Excellent communication skills, able to articulate well and express ideas clearly both verbally and in writing, using correct grammar, language etc.

• Problem-Solving

  Be able to deal with numerous requests and enquiries – anticipating and providing solutions to problems, always keeping the client’s needs and the Firm’s standards in mind.

• Prioritizing

  Have the ability to deal with a busy work environment, always keeping the client’s needs and expectations in mind

• Interpersonal savvy

  Relates well to all types of people and builds the appropriate rapport. Builds constructive and effective relationships and uses the required diplomacy and tact.

• Team work

  Enjoys working in a team but is able to work independently with minimum supervision.

• Written communication

  Able to express ideas clearly, produce documents that have appropriate organisation and structure, correct grammar and language.

• Computer literacy

  Proficiency in various system packages including but not limited to:
• Microsoft Word   
• Microsoft Excel
• Microsoft Powerpoint
• 3E (time capturing, invoicing, amending draft invoicing, open files)
• Port watch.