Recent Job Openings at Adams & Adams

Duties and responsibilities

Reception and Meeting Area Management

• Manage the firm's reception area and meeting rooms, including weekly flower orders.
• Keep the frontline area and meeting rooms neat and tidy, ensuring minimal noise disruption.
• Supply marketing brochures and stationery to meeting rooms.
• Coordinate parking and boardroom booking arrangements, including between Johannesburg and other offices.

Client Interaction and Hospitality

• Attend to the switchboard, directing all phone calls to the relevant person in a professional manner and taking messages where applicable.
• Receive and assist clients upon arrival, including handling beverage orders, preparation, and service.
• Advise relevant stakeholders of client arrivals.
• Ensure prompt, professional, efficient, and courteous reception of both internal and external clients.
• Demonstrate high energy levels and consistently high levels of client service.

Meeting and Conference Room Management

• Manage and set up conference rooms according to requirements.
• Monitor and manage outsource concerns, maintaining stock levels in designated areas, including stocking bar fridges and boardrooms with beverages, and maintaining stock of glasses and hospitality items.

Procurement and Stock Management

• Obtain quotes from suppliers for procurement via Pretoria.
• Receive and check stock upon delivery.
• Process and deliver stationery requests.
• Maintain and manage petty cash.

Office and Operational Coordination

• Liaise with partners and professional staff regarding aircon temperature control and adjustments as needed.
• Coordinate with Centre Management regarding aircon faults to ensure the central aircon system functions optimally.
• Liaise with the Marketing team to coordinate small office-bound events.
• Liaise with Centre Management for activation and deactivation of parking and building access on access cards and with the IT department for office access.
• Monitor and manage control of access cards issued and returned.
• Ensure validated parking tickets for clients, when applicable.

Office Vehicle Management

• Monitor the office vehicle to ensure regular servicing, track petrol consumption, and ensure car wash slips are sent to Head Office.
• Maintain the vehicle logbook, ensuring it is filled out comprehensively daily and the vehicle is kept clean.
• Monitor the vehicle license disc for validity, raising renewal requests with Head Office in a timely manner.

Maintenance and Supplier Coordination

• Liaise with building management and external suppliers regarding office maintenance, appliance maintenance, and cleaning.
• Supervise after-hour pest control maintenance and carpet cleaning, keeping Head Office informed.

Staff and Schedule Coordination

Coordinate and supervise internal driver delivery schedules, liaising with the Pretoria office where applicable.
Manage the booking of specialized courier collections/deliveries when the driver is not available.
Manage the cellular device and usage of the driver.
Coordinate office and accommodation setups for new staff or staff moves.
Supervise the reception relief schedule, keeping it up to date.
Coordinate staggered arrival & departure times and lunch hours between the frontline administrator and the YES candidate.
Liaise with secretaries to assist in reception in the absence of the YES candidate.
Requirements

Skills and knowledge

• MS Outlook, Word, PowerPoint and Excel (Advanced)
• Excellent telephone etiquette
• Previous reception experience (an added advantage)
• Good Communication Skills (Written & Verbal)
• Ability to multitask
• Ability to handle pressure, use initiative and prioritise
• Problem solving skills
• Good typing Skills

 Qualification/s

• Matric/ National Diploma or equivalent qualification
• Minimum 5 years administration experience

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Duties and responsibilities

• Check and sign off reconciliation of all business cashbooks, local and foreign, ensure reconciling items are current (i.e. not outstanding for more than 15 days). Follow up on all queries arising from the reconciliations and posting relevant corrections. Ensure that no EFTs are unmatched on bank recons at any time.
• Oversee  the  matching  of  all  bank  accounts  and  ensure  that  all  unreconciled  items  are circulated to relevant departments and actioned accordingly.
• Download statements for all bank accounts and check that the balances are correct. Send all balances to the receipting team.
• Ensure that bank statements are imported on CMS daily.
• Prepare and report daily cash flow and bank balances schedules. Update bank balances with exchange rates changes, as advised by the reserve bank.
• Check  and  release  trust  transfers  and  ensure  that  trust  accounting  i.e.  receipts  and payments are processed on the same day.
• Monitor bank charges and interest accounts in the income statements and ensure that costs are correctly accounted for and minimized, where possible.
• Monitor bank balances to maximise the facility repayments.
• Monitor  bank  balances  to  ensure  that  sufficient  funds  are  available  to  service  all  daily payment requirements.
• Ensure deadlines are met for financial reporting.
• Prepare and check general ledger journals as required.
• Supervise the transfers of credit balances on client accounts as requested by the debtor’s
• department i.e., in and out of the correct bank account.
• Ensure bank signatories and electronic authorization profiles are kept up to date. To include starter/leaver management.
• Check and release new and updated beneficiaries on all banking platforms.
• Resolve account queries relating to all banks and liaise with the banks on all outstanding issues.
• Ensure that when paying monies to a foreign client, permission is obtained from SARB via a SARB payment authority. Ensure that the charge for such transaction is processed to the client's matter.
• Ensure accuracy and correct allocation of all payments before authorising.
• Ensure that all instructions to pay are carried out in line with defined processes and that the movements are correctly accounted for.
• Ensure  that  all  regular  ad  hoc  payments  are  identified  and  reported  so  that  we  can determine whether they should be on AP module. (i.e., monthly, or weekly payments)
• Check  and  authorize  reimbursement  of  branches  petty  cash,  ensure  that  all  costs  are correctly processed, and vat correctly accounted for.
• Review all petty cash floats and ensure that the cash count agrees to the general ledger. Follow up on differences.
• Order Pretoria petty cash on a weekly basis to ensure that cash is readily available.
• Validation and cancellation of receipts and payment requests on CMS.
• Review and post requests on CMS.
• Ad hoc duties as required.
• Ensure that necessary training and support is given to the team and that all team members know their responsibilities and what is expected from them. Develop an action plan from identified performance weaknesses.
• Leave management.
• Take responsibility for team members performance and provide guidance, where necessary.
• Ensure compliance with HR policies and procedures.
• Conduct performance reviews as required.
• Act as stand-in for the Trust Controller and Bank and Cash Clerks, where applicable.

Requirements

Skills and knowledge

• Attention to detail.
• Ability to prioritise.
• Ability to work under pressure and meet set deadlines.
• Has tremendous drive, energy, and determination to complete tasks.
• A hardworking, dedicated and reliable person.
• Ability to use initiative and to work independently.
• Interpersonal skills.
• Excellent ability to communicate both writing and verbally.
• Supervisory/Leadership skills

 Qualification/s

• Matric
• Bookkeeping Diploma
• 3 – 5 years relevant experience in a bank approval role as well as minimum of 3 years supervisory experience.
• Attorney's Trust accounting advantageous
• Clear Criminal and ITC record

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Duties and responsibilities

• Prepare responses to RFP,RFQ, EOI, and RFI for review by the Tender Manager
• Attend Tender briefing sessions when required
• Ensure that all Tender content is of a similar style, grammar, and language
• Coordinate and compile all aspects of the tender in accordance with processes, client bid requirements and tender deadlines, including liaison with internal departments and preparation tender proposals
• Evaluate each bid question fully in order to completely understand response requirements
• Ensures the bid proposals go through all the review stages as defined under the bid submission process
• Write and produce draft documents and bid responses in accordance with the firm standards
• Maintain communication with client and support in obtaining client feedback on tenders submitted
• To work towards improving and enhancing the standard and effectiveness of written responses in conjunction with the Bid Team
• Perform editorial reviews of written bid responses – proof-read and edit bid responses as needed to improve clarity, accuracy, and readability
• Review financial information (pricing) to ensure appropriate commercial offering, and approval
• Develop and maintain communication channels across the firm, at all levels
• Develop and maintain a library of written responses to support production of bids and proposals (Bid Library)
• Assist with write ups about the firm and our services as and when requested

Requirements

Skills and knowledge

• Project management skills;
• Excellent writing and communication skills
• Meticulous, attention to details and willing to learn
• Display high level of initiative, pro-active in practice and results driven
• Computer literate in MS Word, Excel and the Internet
• Motivated, ability to work under pressure and driven to meet deadlines
• Ability to prioritise and have good organisational skills
• Problem solving
• Knowledge of Public Procurement Contracting and Tendering principles, including PFMA, PPPFA and B-BBEE

Qualification/s

• Matric / Grade 12
• A relevant tertiary qualification in Marketing/ Business Administration
• Relevant experience in bid/ tender environment (5 - 7 years)
• Previous work experience within a legal firm will be an added advantage
• APMP foundation certification would be advantageous