CAREER OPPORTUNITIES

The Business Development Coordinator (BDC) is responsible for working with the relevant Business Development Manager (BDM) and Banking & Finance Department to support and implement innovative short and long term business development and marketing strategies, tactics and activities that will support the Firm’s legal teams making up the Banking & Finance Department specifically: General Finance, Projects, Energy & Infrastructure, Commercial Property, and Financial Services Regulatory  (the Practice Groups) and assist in driving the Firm’s overall BD strategy and client relationship programme forward.

EXPERIENCE AND QUALIFICATIONS:

• Completed Degree/Diploma with at least 3 years’ experience in business development or a related field within a corporate, legal or professional services environment essential
• LLB/similar with Completed Articles will be advantageous

JOB ACCOUNTABILITIES:

Planning and Strategy

• Assist with developing and implementing the business development strategies and initiatives in line with the firm’s and Practice Groups’ objectives and best practice to drive revenue growth and raise market profile across practices and sectors.
• Assist with driving strategic and business planning support to the Practice Groups and client teams.
• Undertake research and analysis (trends and industry developments; competitor activity; and potential opportunities).
• Assist in implementing innovative short- and long-term strategies, tactics and activities that will support the Practice Groups.
• Arrange and coordinate regular meetings as required per Practice Group and prepare and circulate meeting notes with action points and subsequent follow-ups to ensure and maintain momentum.
• Keep the wider BD team updated on business development activities to encourage team cohesion and fully leverage any initiatives.
• Working with BD colleagues to support various Africa-related BD initiatives to promote co-ordinated activities across all offices.
• Collaborate with other Business Services teams to ensure that holistic and integrated business services are delivered.

BD Collateral and Infrastructure

• Ensure regular deal and matter reporting in line with the firm’s BD processes and infrastructure.
• Ensure all relevant BD collateral (credentials, profiles, CVs, case studies etc) necessary to support the BD objectives of the group are developed, maintained and kept up-to-date, and loaded on the firm’s central BD databases.
• Assist with all directory submissions in line with Firm processes (Chambers, IFLR1000 and The Legal 500) for the Practice Groups.

Campaigns/ Initiatives and Projects

• Assist with developing, advising and supporting the implementation of BD initiatives, campaigns and projects in line with the Firm’s and Practice Groups’ strategy and plans.
• Supporting partners in initiatives to raise both internal (identifying cross-sell opportunities, internal training) and external profile of the Practice Groups (e.g. newsflashes, seminars, conferences).
• Working with partners to identify and pursue new client opportunities, market opportunities, and product development opportunities.
• Coordinate and provide comprehensive support for BD trips / conferences, initiatives, events and related BD projects (including managing action items post-event).

Research/Analysis

• Identify and analyse market and regulatory developments to inform BD efforts.
• Prepare strategically important client briefing notes.
• Stay up to date on current affairs impacting relevant Practice Groups.
• Briefing and offering guidance to the Research team to analyse internal client data to prepare annual Practice Group (where relevant) trend reports and provide ad hoc assistance to the team as required.

Pitches

• Brief the New Business Team (NBT) and offer specialist support to the NBT and Practice Groups on pitches, capability statements and the like.
• Work with partners and actively participate in strategically important pitches, including messaging, value add, credentials, preparation, rehearsal, follow up.

Client Relationship Management

• Manage and support assigned client teams with the development and execution of client plans.
• Advise and support partners on client engagement best practice (including preparation strategies, meeting structures, client specific strategies).
• Drive cross-selling and client targeting initiatives.
• Encourage the use of InterAction (within the relevant teams - incl. secretaries), beyond simply the maintenance of client contact information (i.e. logging/sharing activities, encouraging the use of working lists etc.)
• Develop a strong understanding of key clients and target accounts relevant to each sub-practice area.

COMPETENCIES: 

• Ability to implement
• Adaptability
• Analytical thinking
• Attention to detail
• Client focus
• Creativity and innovation
• Initiative
• Interactive communication
• Problem solving
• Relationship building
• Resilience
• Self confidence
• Strategic thinking
• Stress management
• Teamwork
• Writing skills 

Bowmans is committed to achieving the objectives set in its transformation charter, and the targets in its employment equity plan.  All recruitment decisions will be taken with due consideration being given to these objectives

Purpose:

Responsible for capturing local and foreign business receipts and payments, accurately and timeously as well as other foreign-related transactions. Preparing, capturing, and ensuring receipts and payment of all trust-related transactions are done accurately and timeously, in accordance with Legal Practice Act and Legal Practice Rules.

Experience and Qualifications:

• 1-2 years’ experience in a similar role in a professional services environment
• BCom accounting degree
• Senior certificate
• Proficient in Microsoft Excel & Word
• Legal Practice Act and LPC Rules advantageous
• Knowledge of online banking systems 

Key Accountabilities   

Business receipts        

• Upload debtor receipts (local and foreign) accurately daily and ensure trust related funds are moved to the trust account in accordance with Legal Practice Act and Legal Practice Rules
• Send unidentified/unallocated payments to credit controllers for identification and follow up to ensure that the payments are allocated timeously
• Capture receipt reversals, GBNF and write offs as and when they arise
• Print inward tele-transmissions from international trade system and liase with credit control team on inward funds
• Ensure that all foreign receipts are claimed and submitted for sale of forex.
• Reply to inward receipts on the Standard Bank BOL + international trade system accurately daily for all forex sold and run forex report on FX Trading for banking supervisors review and release of forex. Ensure that foreign receipts are credited to the bank account timeously and raise query with bank if not.

Business Payments     

• Capture foreign beneficiary on online banking platform, then send to supervisor and manager to verify and release
• Liaise with accounts payable team on forex to be bought or payment to be made from CFC accounts.
• Capture local and foreign payments accurately and timeously on banking system, before submitting to financial accountants for verification and directors for releasing.
• Once released, ensure documents are emailed to the bank for sighting and final release.
• Ensure proof of payments are submitted to accounts payable team, once payment released

Trust Payments

• Capture and process trust transactions (local and foreign) accurately and timeously in accordance with trust checklists and in compliance with Legal Practice Act and Legal Practice Rules
• Ensure timeous response to all trust queries received internally or externally when they arise
• When dealing with trust accounts ensure that the Legal Practice Act and Legal Practice Rules are adhered to

Trust Receipts  

• Prepare and send outstanding list of trust receipts daily to directors and staff for identification and allocation
• Capture trust receipts per the allocation
• Send unidentified receipts to partners and staff for identification and follow up to ensure that the receipts are allocated timeously

Purchasing Forex

• Liase with service provider to purchase forex for directors and staff travelling overseas after ensuring that all necessary documentation has been provided, and that this is in line with forex policy. 

Trust Investments         

• Capture and process trust investments, disinvestments and closures, investment interest accurately and timeously in accordance with trust checklists and in compliance with Legal Practice Act and Legal Practice Rules
• Ensure timeous response to all investment queries received internally or externally when they arise
• When dealing with investment accounts ensure that the Legal Practice Act and Legal Practice Rules, FICA and FATCA are adhered to

Trust Transfers

• Capture and process trust transfers accurately and timeously in accordance with trust checklists and in compliance with Legal Practice Act and Legal Practice Rules
• Ensure client authorization is obtained for all trust transfers, where funds are to be moved to retainer

Credit Cards

• Liase with bank on credit card queries raised by Credit cardholders
• Ensure that the bank is informed of travel notes provided by credit cardholders before travelling

Business and Trust Audit

• Provide business and trust related information to auditors timeously as, and when required.

General Administration

• Complete ad hoc tasks accurately and timeously as and when required
• Capture withholding tax journal accurately and timeously as and when required

Ad-hoc requests and projects

• Support the business as and when ad hoc financial request come in and provide information that is accurate, of a high standard and delivered within required timeframes.
• Assist with designated and identified projects and initiatives

Relationship Building

• Develop and maintain relationships with all levels of staff as a trusted resource.
• Maintain strong working relationships with and have open and transparent communication between all members of the team
• Develop and maintain relationships with external vendors to ensure service delivery of high-quality

Competencies:

• Attention to Detail
• Interactive Communication
• Problem Solving
• Business Perspective
• Financial Systems, Processes and Technology
• Legislation, Policies, Procedures and Standards
• Using Information Technology

Bowmans is committed to achieving the objectives set in its transformation charter, and the targets in its employment equity plan.  All recruitment decisions will be taken with due consideration being given to these objectives

Purpose:

Supports the Financial Manager with the interpretation, review, oversight, and reporting of financial data, and verifying validity, completeness, and accuracy of financial records in line with the Firm policies and International Financial Reporting Standards (IFRS).

Experience and Qualifications:

• BCom (Accounting)
• Honours degree in accounting or financial management or tax articles and/or CTA advantageous
• At least 3 years’ experience in financial reporting, cost, and management accounting role

Key Accountabilities

Accounting Cycles

• Ensure adherence to the Bowmans month end timetable to enable timeous measurement and reporting of financial performance for decision makers to take the appropriate action.
• Ensure all accounts payable, accounts receivable and bank transactions for the month are captured to meet month end deadline and ensure completeness of financial records.
• Follow up regularly with the financial managers on month end journals and finalization of transactions.
• Review the Trial Balance and Income statement to identify any misallocations and missing accruals.
• Ensure accrual and prepayment schedule is maintained in line with supporting contract/ supporting documentation.
• Ensure adequate maintenance of fixed asset register.
• Prepare journals for month end reporting.
• Review and capture of payments to the bank for business payments.
• Ensure internal controls, processes and accounting treatment of transactions is applied consistently across the group.
• Maintain day to day transactions through office petty cash for various business and matter related transactions.

Management Accounts

• Prepare and review income statement and balance sheet showing actuals vs budgets variance.
• Analyse any exceptions and resolve with financial managers.
• Assist in preparation of monthly management accounts.
• Collaborate with accountants to compile flash commentary for submission to financial managers.

Annual Financial Budget

• Review the prior year budget in preparation of the current budget to mitigate prior year inefficiencies.
• Assist in Preparation of all budgets (operating expenses) in consultation with finance managers and HOD’s.
• Attending budget review meetings to obtain an understanding and explanation for the amounts appearing in the budget and effect agreed changes.
• Ensure that the budget forecast is regularly updated with the actual financial results as and when they become available.
• Prepare the final budgeted income statement.
• Prepare summaries for review and use in the budget presentations to the management board.

External Audit

• Assist financial managers and accountants with the preparation and compilation of information required for the audit, including intercompany balance confirmations, trial balance, general ledger account reconciliations.
• Provide ledger listings, schedules and supporting documentation to complete audit field work.
• assistance with any audit queries to ensure the audit runs smoothly and is completed within planned timelines.
• Assist in preparation of audited financial statements in compliance with applicable IFRS that are uniform across the Group.

Reporting

• Preparation of various reports to the relevant stakeholders (GL Detailed expenses and team reports) as and when required.

Balance Sheet Reconciliation/ Substantiation

• Review and assist the accountants with the preparation of balance sheet account reconciliations.
• Ensure reconciling items are valid and complete and monthly file is reviewed and signed-off.

Internal Controls

• Ensure that internal controls for the different accounting cycles and processes are applied.
• Ensuring that IFRSs are applied in line with Firm practice.

Taxation

• Assist in preparation of VAT and Corporate Tax reconciliations and providing relevant ledger listings, schedules and supporting documentation.

Competencies:

• Attention to Detail
• Interactive Communication
• Problem Solving
• Business Perspective
• Financial Budgeting, Planning and Reporting
• Financial Policy Development, Interpretation and Application
• Legislation, Policies, Procedures and Standards
• Using Information Technology

Bowmans is committed to achieving the objectives set in its transformation charter, and the targets in its employment equity plan.  All recruitment decisions will be taken with due consideration being given to these objectives.

Purpose:

Responsible for providing advice, support, and guidance to line managers, partners, and talent managers relating to specialist recruitment focused on the acquisition of the best talent in line with the Firm's talent attraction strategy. Drives talent acquisition by building a compelling company reputation, focusing on content creation, social media management (especially LinkedIn), and employee storytelling to attract candidates.

 Experience and Qualifications:

• Undergraduate qualification essential
• 3 – 5 years’ talent acquisition experience, either in a fast-paced corporate environment dealing with large volume recruitment
• Working knowledge of LinkedIn Recruiter and other job boards
• Cross-border talent acquisition experience advantageous
• Intermediate knowledge of MS Office package, particularly Excel

Key Accountabilities   

Talent Acquisition:

• Manage the end-to-end recruitment process for the firm
• Create market maps across various jurisdictions
• Headhunt top talent through various channels including LinkedIn, websites and referral networks
• Screen and shortlist all candidates in consultation with the hiring manager
• Customise interview questionnaires if required
• Liaise with candidates and agencies to provide feedback and schedule interviews
• Conduct interviews with hiring managers
• Conduct reference and background checks on candidates
• Engage recruitment agencies when required
• Provide market data input on the remuneration benchmarks in conjunction with the Remuneration and Benefits Manager and Recruitment Manager
• Identify and utilise optimal sourcing channels to ensure vacancies are filled in a cost-effective manner
• Ensure vacancies are filled with best fit talent on time and in a cost-effective manner
• Stay abreast with industry best practice and trends

Relationship Building:

• Develop and maintain relationships with all levels of staff and be seen as a trusted Recruitment advisor, across our various offices in Africa
• Be a brand ambassador for the firm while also creating a world-class candidate experience
• Maintain strong working relationships with and have open and transparent communication between all members of the Talent team
• Develop and maintain relationships with vendors to ensure quality of service delivery
• Constant updates and feedback to relevant stakeholders and team

Recruitment Administration:

• Advertise vacancies internally and externally
• Conduct reference checks on candidates
• Conduct MIE background checks on candidates
• Manage and process applications on the intranet for all vacancies
• Maintain candidate database
• Maintain Vacancy Tracker
• Schedule interviews
• Assist the Recruitment Manager with diary management, travel and accommodation arrangements as and when required
• Create candidate files for vacancies
• Prepare payment requisitions

Finance Administration           

• Process Recruitment function budget on relevant system
• Manage payment of employee referrals bonuses in line with our firm’s referral policy

Ad-Hoc Projects          

• Support and assist the Recruitment Manager, Talent Acquisition team and wider Talent team with ad hoc Talent projects.

Competencies:

• Relationship Building and Networking
• Client Focus
• Interactive Communication
• Attention to Detail
• Organisational Awareness
• Self Confidence
• Teamwork
• Resilience
• AI Literacy and Application
• Planning & Organizing
• Results Management

Bowmans is committed to achieving the objectives set in its transformation charter, and the targets in its employment equity plan.  All recruitment decisions will be taken with due consideration being given to these objectives

Purpose:

The Accounts Payable Supervisor is responsible for overseeing the entire accounts payable function. This includes processing invoices and payment requests in line with established service level agreements and financial controls.

The role also involves supervising the accounts payable team, assigning and reviewing the work of creditor’s clerks, and enhancing key processes to ensure the integrity of invoice entry and balancing on the 3E system.

Experience and Qualifications:

• Higher Certificate/Diploma in Accounting and Financial Management essential
• 3–5 years in a similar role within professional services
• 2–3 years’ proven supervisory experience overseeing an Accounts Payable team

Key Accountabilities:

Creditor Payments (Local and foreign)

• Ensure creditor payments are processed in accordance with vendor statement terms and in compliance with company policies and procedures.
• Promptly attend to urgent invoices and payment requests.
• Review and vet supplier account details between supporting documentation and 3E to ensure accuracy before submitting to banking team for processing payments.

Creditors Reconciliations

• Review and approve reconciliations prepared by the creditors clerks, ensuring compliance with VAT and other regulatory requirements related to invoices.
• Follow up on and resolve any discrepancies.
• Contact relevant creditors to address and resolve any outstanding queries.
• Ensure the creditor team’s timely distribution of Proof of Payment (POP) after payment runs.

Capturing

• Monitor action lists to ensure timely and accurate processing of invoices by the creditors' clerks.
• Assist with any ad hoc capturing requests and queries.

Creditors Age Analysis

• Prepare and review the monthly creditor’s age analysis and reconciliation.
• Follow up with relevant team members (creditors' clerks) on long outstanding items to ensure resolution.

Month End

• Running of Month end HOD reports
• Investigating queries regarding allocations and implementing corrections
• Process journals where required

General Administration

• Provide requested monthly payment forecast reports.
• Ensure efficient recording of expenditures and payments for accurate management accounts.

Relationship Building

• Develop and maintain relationships with all individuals below management level as a trusted advisor.
• Maintain strong working relationships with and have open and transparent communication between all members of the team.
• Develop and maintain relationships with external vendors to ensure service delivery of a high quality.

Management and Leadership

• Supervises own teams performance to ensure daily and monthly accounts payable targets are achieved.
• Gives regular, comprehensive and constructive feedback to their team and provides input into their performance appraisals.
• Proactively seeks feedback from team members and deals constructively with any criticism.
• Adjusts management style to get the best from the individuals within the team.
• Delegates work to team members taking into account their capacity, level of skill and exposure to different types of work and complexity; provides clear instructions and direction, with reasonable deadlines.

Competencies

• Attention to Detail
• Interactive Communication 
• Problem Solving
• Business Perspective
• Financial Systems
• Processes and Technology
• Using Information Technology

Bowmans is committed to achieving the objectives set in its transformation charter, and the targets in its employment equity plan.  All recruitment decisions will be taken with due consideration being given to these objectives

Purpose:

Provide comprehensive administrative support to the Hospitality function within the Cape Town office including the control of stock items including but not limited to the ordering, purchasing and issuing of stock whilst applying effective control methods to always ensure the sufficient supply of food and beverage items.

Experience and Qualifications:

• Senior Certificate
• Tertiary qualification advantageous
• 2 – 3 years stock control experience and understanding of finance principles
• Experience working with an inventory system preferable
• Experience within a professional service or corporate environment advantageous

Key Accountabilities:

Stock Orders

• Receive requisitions from all areas (Kitchen, Re-heat kitchen) and menus costing from the Executive Chef.
• Prepare store requisitions for sign off by the relevant parties.
• Provide the Client Liaison Supervisor with orders to be placed to maintain main storeroom par levels.

Place orders for all locations with suppliers daily

Receiving of Stock

• Signing in of all suppliers.
• Check in ordered goods in line with the approved purchase order.
• Check quality and the expiration dates of all items received.

Deliver all completed purchase orders in a timeous manner to the Finance department for invoice reconciliations.

Issuing of Stock

• Issue stock to different locations at 09h30 and 15h15 daily (Kitchen, Re-heat kitchen or where required).

Stock Control

• Make sure storerooms are appropriately stocked with required items
• Merchandise all stocks to prevent stock loss.
• Generate stock take sheets annually.
• Conduct monthly physical stock counts as well as spot checks in each location.
• Maintain room cleanliness and rearranging stock if required.
• Conduct annual price comparisons between suppliers.
• Provide sales analysis of items sold when required.
• Maintain a reliable and accurate filing system for all hard copy records.
• Work closely with all stakeholders such as the catering service provider and Business Services to achieve ultimate delivery.

Managing incoming and outgoing deliveries and documents.

Stock Control System Transactions - Point Of Sale (POS) 

• Allocate complete requisitions.
• Accurately capture all stock.
• Create commodities and new re-salable items.
• Update prices of items listed when required.
• Create recipes.
• Rectifying items which reflect negatively on the system.
• Calculate spreadsheet with input and process for payment weekly
• Prepare, liaise with relevant people to obtain the correct GL cost centers and process invoice for payment.
• To complete all vendor forms and return them to the client, so that they register the firm on their database and pay its invoices
• Follow up on outstanding invoices and request POP

Preparation of invoices for payments

• Prepare invoices for payment, ensuring accuracy and completeness of all supporting documentation and liaising with relevant suppliers as necessary
• Process all Hospitality Purchase Orders on 3E in accordance with established procedures
• Liaise with relevant stakeholders to obtain correct GL cost centers and submit invoices for payment.
• Ensure all payment requests are supported by the required documentation and approvals.
• Support in creating PO’s, requisitions, opening vendors and completion of audit confirmation letters.

General Support

• Assist with setting up functions.
• Assist with internal functions, vouchers
• Assist Hospitality manager with general operations queries
• Handle queries that are put through to the Operations and Administration Department.
• Providing general administrative assistance to internal and external clients.
• Deliver cross functional services at Client Liaison and ground floor reception desk as required.
• General administrative duties for the team as and when required.
• Maintain efficient electronic/Manual filing system.

Relationship Building

• Develop and maintain relationships with levels of staff as a trusted team resource.
• Maintain strong working relationships with and have open and transparent communication between all members of the Lawyer Services team
• Develop and maintain relationships with vendors to ensure quality of service delivery

Competencies

• Achievement Orientation
• Attention to Detail
• Relationship Building
• Financial Budgeting, Planning and Reporting
• Using Financial Information
• Using Information Technology

Bowmans is committed to achieving the objectives set in its transformation charter, and the targets in its employment equity plan.  All recruitment decisions will be taken with due consideration being given to these objectives

Purpose:

Responsible for and performing administrative, legal secretarial and related duties and offering skilled legal assistance to head of practice group and/or their team.

Experience and Qualifications:

• Senior Certificate
• Paralegal Diploma or short legal courses advantageous/or qualified by experience
• 5 to 10 years legal secretarial experience specifically in Corporate advantageous
• Advanced knowledge of MS Office package
• Bill Collection advantageous
• Experience in a legal accounting package is essential.
• Proficiency with existing systems, 3E, IntApp or similar
• Proficiency with FICA and KYC requirements.

Key Accountabilities

Act as first point of contact

• Liaise with people both inside and outside the firm, supporting the executive in his/her duties and responsibilities.
• Acts with a high level of confidentiality and discretion.

Connecting people

Professional and effective communication internally/externally

• Screening of all calls to ensure that calls are handled or directed to correctly.
• Manage all forms of communication efficiently to ensure that correct message gets across effectively and is dealt with accordingly.
• Possess well developed interpersonal and communication skills and good telephone manner to ensure that all staff members, colleagues and clients are treated professionally.

Diary Management (Sandton Partners)

Scheduling and maintaining calendars

• Organise and manage the executive’s diary and make appointments.
• Updating executive on diary entries and ensuring that he/she is appropriately prepared prior to meetings/ events/presentations.
• Ensure that the correct people are invited and available to attend; booking boardroom for meetings and conference calls (VC), booking catering if necessary, making sure enough time is allocated for travel for offsite meetings.
• May act as team coordinator.

e-Billing

• Conduct monthly billing and recordal for the team.
• Ensure the timeous and accurate time recording of hours worked by fee earners and producing final bills to clients for services rendered.

Document Generation

• Produce specialised and general documentation and presentations necessary for clients.
• Conduct client research to support matter opening, ensuring accurate client information is captured and aligned to onboarding requirements.
• Prepare and finalise engagement letters in accordance with firm and client requirements.
• Compile and run conflict-of-interest searches to identify and escalate potential conflicts prior to matter opening and engagement.
• Ensure the documents produced are of the highest standard through accurate typing paying special attention to detail and ensuring good spelling/grammar/punctuation.
• Formatting Presentations
• Adhere to ‘in-house’ document style guide to maintain standardisation of documentation.
• Amend documents using track changes and cross referencing, requiring advanced computer and software skills.
• Carry out Dictaphone and manuscript changes to various documents.

Office administration/management

• Plays a pro-active role in ensuring that the department runs smoothly and requires a fair knowledge of legal terminology, processes, procedures and protocols to relieve workload of professionals wherever possible by providing support on various projects.
• Maintain complex filing systems to track large volumes of legal filing deadlines, providing professionals with easy access to files and precedents.
• Manage e-mail, respond or delegate where appropriate.
• Arrange and coordinate team and inter-office planning/strategy sessions.
• Effective office management
• General duties include preparing documents for internal meetings, copying, distribution and delivery of documents.
• May supervise junior staff and provide guidance mentoring and support to new staff members.
• Collect and collate monthly department information from Practice Group Heads for inclusion in Management Board Report.
• May be responsible for maintaining specialist databases.

Travel Arrangements

• Make all travel arrangements understanding preferences and ensuring cost effectiveness.
• Arrange relevant meetings, set up a travel itinerary and prepare documentation.
• Research travel and immigration requirements. Ensure that they are all met and Visa applications are processed timeously.
• Manage unforeseen travel changes.

Meeting Support

• Conduct background research where required.
• Prepare necessary documentation and brief executive for meetings and engagements.
• Action post meeting deliverables and follow-up

Finance Administration

• Ensure timely and accurate capture of fee-earner time and the preparation and issuing of final client invoices for services rendered.
• Perform an initial review of bills to verify accuracy, completeness, and compliance with billing guidelines prior to submission.
• Compile covering letters and send out final bills to clients timeously and assist Credit Controllers with debt collecting
• Processing reimbursement requisitions

Relationship Building

• Develop and maintain relationships with all levels of staff as a trusted resource.
• Maintain strong working relationships with and have open and transparent communication between all members of the team
• Develop and maintain relationships with vendors and clients to ensure quality of service delivery.

Competencies

• Adaptability
• Attention to Detail
• Interactive Communication
• Initiative
• Problem solving
• Resilience
• Writing Skills

Bowmans is committed to achieving the objectives set in its transformation charter, and the targets in its employment equity plan.  All recruitment decisions will be taken with due consideration being given to these objectives.

Purpose:

Responsible for and performing administrative, legal secretarial and related duties and offering skilled legal assistance to head of practice group and/or their team.

Experience and Qualifications:

• Senior Certificate
• Paralegal Diploma or short legal courses advantageous/or qualified by experience
• 5 to 10 years legal secretarial experience specifically in Corporate advantageous
• Advanced knowledge of MS Office package
• Bill Collection advantageous
• Experience in a legal accounting package is essential.
• Proficiency with existing systems, 3E, IntApp or similar
• Proficiency with FICA and KYC requirements.

Key Accountabilities

Act as first point of contact

• Liaise with people both inside and outside the firm, supporting the executive in his/her duties and responsibilities.
• Acts with a high level of confidentiality and discretion.

Connecting people

Professional and effective communication internally/externally

• Screening of all calls to ensure that calls are handled or directed to correctly.
• Manage all forms of communication efficiently to ensure that correct message gets across effectively and is dealt with accordingly.
• Possess well developed interpersonal and communication skills and good telephone manner to ensure that all staff members, colleagues and clients are treated professionally.

Diary Management (Sandton Partners)

Scheduling and maintaining calendars

• Organise and manage the executive’s diary and make appointments.
• Updating executive on diary entries and ensuring that he/she is appropriately prepared prior to meetings/ events/presentations.
• Ensure that the correct people are invited and available to attend; booking boardroom for meetings and conference calls (VC), booking catering if necessary, making sure enough time is allocated for travel for offsite meetings.
• May act as team coordinator.

e-Billing

• Conduct monthly billing and recordal for the team.
• Ensure the timeous and accurate time recording of hours worked by fee earners and producing final bills to clients for services rendered.

Document Generation

• Produce specialised and general documentation and presentations necessary for clients.
• Conduct client research to support matter opening, ensuring accurate client information is captured and aligned to onboarding requirements.
• Prepare and finalise engagement letters in accordance with firm and client requirements.
• Compile and run conflict-of-interest searches to identify and escalate potential conflicts prior to matter opening and engagement.
• Ensure the documents produced are of the highest standard through accurate typing paying special attention to detail and ensuring good spelling/grammar/punctuation.
• Formatting Presentations
• Adhere to ‘in-house’ document style guide to maintain standardisation of documentation.
• Amend documents using track changes and cross referencing, requiring advanced computer and software skills.
• Carry out Dictaphone and manuscript changes to various documents.

Office administration/management

• Plays a pro-active role in ensuring that the department runs smoothly and requires a fair knowledge of legal terminology, processes, procedures and protocols to relieve workload of professionals wherever possible by providing support on various projects.
• Maintain complex filing systems to track large volumes of legal filing deadlines, providing professionals with easy access to files and precedents.
• Manage e-mail, respond or delegate where appropriate.
• Arrange and coordinate team and inter-office planning/strategy sessions.
• Effective office management
• General duties include preparing documents for internal meetings, copying, distribution and delivery of documents.
• May supervise junior staff and provide guidance mentoring and support to new staff members.
• Collect and collate monthly department information from Practice Group Heads for inclusion in Management Board Report.
• May be responsible for maintaining specialist databases.

Travel Arrangements

• Make all travel arrangements understanding preferences and ensuring cost effectiveness.
• Arrange relevant meetings, set up a travel itinerary and prepare documentation.
• Research travel and immigration requirements. Ensure that they are all met and Visa applications are processed timeously.
• Manage unforeseen travel changes.

Meeting Support

• Conduct background research where required.
• Prepare necessary documentation and brief executive for meetings and engagements.
• Action post meeting deliverables and follow-up

Finance Administration

• Ensure timely and accurate capture of fee-earner time and the preparation and issuing of final client invoices for services rendered.
• Perform an initial review of bills to verify accuracy, completeness, and compliance with billing guidelines prior to submission.
• Compile covering letters and send out final bills to clients timeously and assist Credit Controllers with debt collecting
• Processing reimbursement requisitions

Relationship Building

• Develop and maintain relationships with all levels of staff as a trusted resource.
• Maintain strong working relationships with and have open and transparent communication between all members of the team
• Develop and maintain relationships with vendors and clients to ensure quality of service delivery.

Competencies

• Adaptability
• Attention to Detail
• Interactive Communication
• Initiative
• Problem solving
• Resilience
• Writing Skills

Bowmans is committed to achieving the objectives set in its transformation charter, and the targets in its employment equity plan.  All recruitment decisions will be taken with due consideration being given to these objectives.

Purpose:

Responsible for providing excellent and professional client service of the highest standard to both internal and external clients, and providing efficient support on hardware, software, audio/visual events, and special IT-related requests. 

The Audio/Visual (A/V) Systems Specialist is responsible for assisting with planning, installing, configuring, operating, and maintaining all audio/visual systems and services in the Sandton office. The A/V Systems Specialist may also be asked to assist other Bowmans offices with their A/V needs. This position reports to the IT Department Sandton Office.

Effective communication and coordination with other departments, individual attorneys and staff members, clients, office administrators, and outside vendors and contractors is an essential part of this position.

Experience and Qualifications:

• Senior Certificate essential
• COMPTIA A+ N+ essential 
• 3-4 years’ with good understanding of computer hardware and software (windows based operating systems and Microsoft office applications).
• Good written and verbal communication skills
• Effective client service orientation
• Ability to communicate across all levels in the firm

Key Accountabilities:

End User/Firm Support

• Assisting with the delivery, installation, operation and retrieval of audio/visual equipment for daily meetings and firm events in the Sandton office in accordance with the daily conference room schedule and just-in-time requests.
• Operate complex audio/visual systems integrated with video conferencing, projection, audio, video recording, playback and remote control devices.
• Operating video cameras to record firm programs and events; performing video and audio tape duplication, including media labelling and documentation
• Assisting with the implementation of new technologies, equipment, and network services related to video conference and audio/visual services firm-wide.
• Assisting with identifying, troubleshooting, and resolving A/V equipment and connectivity issues.
• Assisting with maintaining a thorough inventory of A/V equipment and supplies, and monitoring the repair and replacement of non-working, damaged, and/or obsolete equipment.
• Providing backup support for firm-wide multi-point video conferences, which may include consulting with attorneys, staff, clients, and vendors to determine requirements, and monitoring meetings as required.
• Interacting with partners, attorneys, support staff, office administrators, and clients, and providing individual instruction in equipment setup and operation when needed.
• Scheduling, launching, and troubleshooting web conferencing applications (e.g., Zoom, Teams, WebEx, Blue Jeans, Google Meet).
• Obtain details for any audio Visual from the user about the events before the time.
• Set up the boardroom before the event.
• Decommission the room and collect equipment when the event is over.
• On a daily basis check all systems are fully operational in all rooms and ensure that the rooms are clean and tidy.

Prepare for audio-visual events

• Obtain details for the event from users and external parties and update the event calendar. Assisting with the coordination of AV support for firm events held at public facilities if required, which may include interaction with vendors and other facility support staff.
• Build a cordial relationship with the events team and BD.
• Liaise with user/s and external parties to determine any special requirements and prepare.
• Set up boardroom/s before event
• Ensure equipment is fully functional.
• Decommission the room and collect equipment when the event is over.
• Recommend improvements in the servicing process

Repair and maintain audio-visual equipment                       

• Conduct repairs timeously on both hardware and software of audio-visual equipment.
• Log a call with the supplier if repairs cannot be done in-house.
• Supply loan equipment to users where appropriate.
• Ensure audio-visual facilities are in working order on a daily basis
• Maintain all IT equipment on a regular basis.
• Report on all equipment monthly with regards to uptime, status, and warranty status.

Audio Visual Infrastructure     

• Ensure the audio-visual infrastructure is updated with all security/bug patches, firmware and OS updates via vendor or internally following change management processes.
• Ensure no warning alerts.
• Ensure the audio-visual environment is optimal.
• Ensure recordings are facilitated within the company process.
• Report back on risks via spoken, email, and monthly reports.
• Provide insight into new technologies and trends.

IT Projects        

• Contribute to IT projects as required.

Moves 

• Ensure audio-visual equipment/user equipment is functional during transition and after.

Install software for users         

• Receive requests for software from users.
• Install software for users in line with company protocols & standards, namely Zoom, Teams, WebEx, and Blue Jeans.
• Train users on how to use audio-visual software.

Relationship Building  

• Develop and maintain relationships with levels of staff as a trusted resource.
• Maintain strong working relationships with and have open and transparent communication between all members of the IT team and broader.

Competencies:

• Analytical Thinking
• Client Focus
• Initiative
• Insight
• Interactive communication
• Problem solving
• Resilience
• Teamwork
• Using Information Technology

Bowmans is committed to achieving the objectives set in its transformation charter, and the targets in its employment equity plan.  All recruitment decisions will be taken with due consideration being given to these objectives.