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Mail Room & Logistics Supervisor (Pretoria)
Reference Number
SS2606CKL02
Description
Duties and responsibilities
- Oversee the daily receipt, sorting, distribution, collection, and dispatch of all mail, courier items, parcels, and confidential documents.
- Supervise, motivate, guide, and manage the Mailroom team to ensure high levels of productivity, efficiency, and service delivery.
- Provide professional and responsive service to internal and external customers, resolving queries and maintaining positive stakeholder relationships.
- Plan, coordinate, prioritise, and allocate mailroom activities to ensure operational deadlines and service standards are consistently met.
- Communicate effectively with employees, management, courier service providers, and external customers regarding mailroom operations and service requirements.
- Maintain accurate records and tracking systems and prepare reports, statistics, and correspondence using Microsoft Word and Excel.
- Ensure mailroom activities comply with company policies, security requirements, health and safety standards, and confidentiality protocols.
- Identify operational issues, investigate discrepancies, and implement practical solutions to improve service delivery and efficiency.
- Conduct mail collections and deliveries when required and ensure compliance with road safety regulations.
- Monitor and maintain mailroom equipment, supplies, and resources to ensure uninterrupted operations and cost-effective service delivery.
- Ensure accurate handling, tracking, recording, and delivery of all mail and courier items, minimising errors and losses.
- Identify opportunities to enhance processes, improve service levels, and increase operational efficiency within the mailroom function.
- Coordinate the daily activities of drivers and the company fleet to ensure the efficient collection, delivery and distribution of mail, documents, parcels and other business related items. Monitor vehicle availability, servicing, licensing, maintenance and compliance with company policies and road traffic legislation.
Requirements
Skills and knowledge
- Proficient in Microsoft Word and Excel, including the preparation of reports, management of spreadsheets, and analysis of operational data.
- Strong understanding of mail handling processes, courier coordination, document distribution, and tracking systems.
- Ability to maintain accurate records, registers, filing systems, and confidential documentation in line with organisational standards.
- Excellent typing, data capturing, reporting, and general administrative capabilities with a high level of attention to detail.
- Capable of safely operating company vehicles, office equipment, and mail processing tools in compliance with organisational requirements.
- Mailroom, logistics and delivery activities are effectively planned, coordinated and prioritised to ensure urgent requests, critical document deliveries and operational deadlines are consistently met while maintaining high levels of stakeholder service
Qualification/s
- Bachelor’s degree or Diploma in Admin, Logistics, Finance, Accounting, Human Resources, or related field (Extensive experience in the field may be considered)
Experience
- 5 years supervisor level, preferably in professional services or legal industry
- Valid driver’s license
Click here to apply
Receptionist (Pretoria)
Reference Number
Admin2606CKL01
Description
Duties and responsibilities
- Welcome and assist clients and visitors, notify relevant staff of arrivals, and provide a professional first point of contact.
- Manage conference room bookings, maintain electronic diaries, coordinate refreshments, and ensure rooms are clean and ready for use.
- Manage visitor access, parking cards, boom gates, and ensure all access cards are accounted for daily.
- Receive, record, distribute, and track all service documents, ensuring acknowledgment and sign-off are completed.
- Maintain the reception area, coffee station, meeting facilities, and report maintenance or technical issues.
Requirements
Skills and knowledge
- Knowledge of reception operations, visitor management, and customer service practices.
- Proficient in Outlook, email management, scheduling, and general office administration.
- Ability to maintain registers, booking schedules, reports, and service records accurately.
- Skilled in handling switchboards, intercom systems, and professional telephone etiquette.
- Experience managing meeting room bookings, parking access cards, and visitor control processes.
Qualification/s
- Diploma or bachelor’s degree in office administration, Logistics, Business Administration, Hospitality Management or a related field.
Experience
- 5 supervisor level, preferably in professional services or legal industry
- Valid driver’s license & PDP License
Click here to apply
Credit Controller (Pretoria)
Reference Number
Fin(Credit)
Description
- Accounts Receivable Management
- Follow up on outstanding payments and escalate overdue accounts to relevant stakeholders.
- Keep debtor days to a minimum and consistently meet monthly collection targets.
- Investigate and resolve unapplied payment matters.
- Crunching of credit notes, Unapplied Cash & Trust accounts
- Trust Transfers
- Process refunds
- Request write-offs and WHT journals in accordance with firm policy.
- Client Communication & Case Management
- Record all client communications and collection activities in the Case Management System (CMS).
- Liaise professionally with clients, staff members, and partners to resolve queries and maintain strong relationships.
- Collaborate with relationship attorneys to support collection efforts and resolve billing issues.
- Maintain accounts and ensure that client details are up to date
- Billing & Statements
- Manage consolidated billing and finalize prebills for designated accounts.
- Distribute special statements to clients within the first four working days of each month.
- Team Support & Administration
- Provide backup support for absent Credit Controllers when needed.
- Assist with departmental ad-hoc duties as required.
- Attend to Debtors mailbox
- Reporting
- Vendor form completion
- Maintain client account details up to date
Requirements
Skills, Knowledge and Competencies
- Exceptional collection skills
- Computer literacy : MS Outlook, Word & Excel
- Sound accounting knowledge
- Attention to detail, accuracy and diligence
- Excellent time management skills – ability to meet deadlines
- Good communication skills (written & verbal)
- Ability to handle pressure and use initiative
- Good data capturing skills
Qualifications and Experience
- Matric or equivalent qualification
- Minimum 3 years Credit Controller or Junior Bookkeeping experience
Other
- Clear Criminal and ITC record
Contact details
NB: Internal applicants Only: please forward your complete application to
Click here to apply
Paralegal (Pretoria)
Reference Number
TML2607CKL01
Description
Duties and responsibilities
- Attend to and manage standard anti‑counterfeiting and general trademark litigation matters, including oppositions, infringements, and company name objection matters.
- Manage matters from initiation through to resolution in accordance with legal and procedural requirements.
- Prepare and draft schedules, standard affidavits, standard agreements, and related legal documentation.
- Draft civil summons, court pleadings, and default judgment applications.
- Prepare and issue letters of demand in line with enforcement strategies.
- Assist in the execution of enforcement actions arising from infringement matters.
- Maintain accurate and up‑to‑date records on the Patricia system.
- Ensure matters are properly diarised, monitored, and updated in accordance with statutory and internal deadlines.
- Deal with urgent matters promptly and efficiently.
- Ensure that all urgent tasks and deadlines are prioritised and met timeously.
- Deal skilfully and professionally with complex and advanced telephonic enquiries.
- Provide clear and regular updates to clients on the status of matters handled on their behalf.
- Prepare monthly or quarterly client status reports.
- Conduct and/or organise trade investigations relating to counterfeit and infringing activities.
- Review investigation outcomes and prepare supporting documentation.
- Prepare draft expert and complaint affidavits for submission to SAPS and SARS.
- Liaise with the Police, CIPC, and SARS officials on all matters relating to anti‑counterfeiting and enforcement
- Liaise with correspondent attorneys in different jurisdictions to ensure alignment and progress of matters.
- Liaise and coordinate with Sheriffs regarding writ executions
- Assist with invoicing and the accurate recording of billable activities in accordance with firm requirements.
Requirements
Skills and knowledge
- Strong legal drafting and technical accuracy.
- Case/matter management and deadline discipline, including urgent work.
- Professional stakeholder engagement (clients, Counsel, Sheriffs, SAPS, SARS, CIPC, correspondent firms).
- Investigative acumen and practical critical problem solving.
- Record keeping and system proficiency (Patricia).
- High level of discretion, professionalism, and attention to detail.
- Excellent written and verbal communication skills.
- Ability to handle pressurised and sensitive matters.
Qualification/s
- a relevant legal diploma/certificate with proven litigation support experience in IP/anti‑counterfeiting
- Three years post-matric or equivalent qualification
Experience
- Experience working on Patricia and CMS will be advantageous.
- Additional training in trademark law or brand enforcement is advantageous.
Click here to apply
Secretary I/II (Pretoria)
Reference Number
TML2606CKL01
Description
Duties and responsibilities
• Provide day-to-day secretarial and administrative support to the GBU team.
• Manage diaries, correspondence and general document preparation.
• Handle urgent matters promptly and ensure timely completion of tasks.
• Draft standard legal and administrative documents, including affidavits, agreements, schedules and letters of demand.
• Maintain accurate diary entries, Patricia records and related filing systems.
• Assist with managing litigious matters and related case administration.
• Monitor e-commerce platforms and identify potential investigation targets.
• Prepare monthly reports to clients on anti-counterfeiting activities.
• Support investigation-related administrative processes.
• Liaise with clients, agents, SAPS, SARS, CIPC and other relevant stakeholders.
• Prepare draft correspondence and precedent affidavits for submission where required.
• Respond professionally to telephone and written enquiries.
• Maintain training schedules and coordinate invitations, reminders and post-training reports.
• Assist with invoicing and billing administration.
• Accuracy and quality of documents prepared and correspondence issued.
• Effective diary management and timely scheduling of tasks and appointments.
• Turnaround time on urgent and routine administrative requests.
• Completeness and accuracy of case records, diary entries and Patricia updates.
• Timely preparation of standard legal and administrative documents.
• Compliance with filing, record-keeping and matter tracking requirements.
• Timely completion of e-commerce monitoring and identification of investigation targets.
• Accuracy and punctual submission of monthly client reports.
• Responsiveness in supporting investigation-related administrative processes.
• Professional and timely communication with clients, agents and law enforcement stakeholders.
• Quality and timeliness of draft correspondence and affidavits prepared.
• Effectiveness in handling telephone and written enquiries.
• Accuracy and upkeep of training schedules and related communications.
• Timely preparation of training invitations, reminders and post-training reports.
• Accuracy and timeliness of invoicing and billing support.
Requirements
Minimum Requirements
• A relevant legal diploma/certificate with proven litigation support experience in IP/anti-counterfeiting.
• Three years post-matric experience or an equivalent qualification.
• Experience working on Patricia and CMS will be advantageous.
• Additional training in trademark law or brand enforcement will be advantageous.
Click here to apply
TM Renewals Assistant Manager (Gauteng)
Reference Number
TMP2605CKL01
Description
The role is responsible for supervising and leading a team of paralegals to ensure effective service delivery, high client satisfaction, compliance with firm policies, and strong financial and operational performance within the practice. The incumbent will also play an active role in client engagement, query management, reporting, and continuous process improvement.
Duties and responsibilities
Supervision
- Ensures team members achieve performance objectives as set out in profile/performance agreement
- Establishes unit vision and direction and motivates/inspires team members to follow suit
- Evaluates team processes and obstacles and adapts processes to enhance delivery and performance of team
- Fosters good morale within the team
- Gives proper guidance to team members
- Implements and ensures adherence to HR policies and procedures with regard to staff management
- Negotiates, agrees and approves leave requests on ESS
- Takes responsibility for team members’ performance
- Acts as stand-in for senior and junior team members, when required
- Adapts quickly and effectively to any changes even those outside his/her control
- Conducts and documents formal performance reviews annually
- Constructively criticises when required, so underperformers are re-motivated to do better
- Ensures each team member has a personal development plan and allows them the opportunity to develop themselves
Instructions to Prosecution Partners
- Send instructions to Prosecution Partners to update instructing and debiting agents accordingly on Patricia
- Send instructions to Prosecution Partners to update SI according to clients’ requirements
Client Service
- Builds effective rapport/relationships with clients and treats them as business partners
- Actively seeks and listens to clients’ needs, suggestions and feedback
- Takes a genuine interest in clients and shows energy and enthusiasm in satisfying their needs
- Consistently meets, and at every possible opportunity, exceeds client expectations
- Committed to continuous improvement of service
- Responds to client queries and complaints promptly and effectively
- Readily re-adjust priorities to respond to pressing and changing demands
- Expeditiously escalates those issues and problems which cannot be resolved to higher levels of authority
Financial Administration
- Ensures all relevant items in WIP are gathered by the end of each month
- Keeps record of invoices and credit notes created to ensure they have been approved, finalised and dispatched by month-end
Communication
- Communicates in a professional, clear, logical manner, with enthusiasm and confidence
- Communicates key issues in a timely and accurate manner
- Communicates openly and honestly, and promotes an open exchange of ideas
- Listens effectively without interrupting
- Uses language appropriate to required standard
Financial Practice Management
- Debtors – receive client instructions and distribute amongst Paralegals to resolve invoice issues
- Send WIP reports to Paralegals to finalise invoices
- Receive prebill report and distribute amongst Paralegals to finalise within 2 working days
Query Management
- Completes processing of queries accurately
- Regularly follows up on unresolved queries and provides feedback
- Ensures information provided is 100% accurate
- Ensures processing in line with clients’ instructions and adheres to Firm policies and procedures
- Responds promptly and effectively to information requests and queries
- Assists with follow-up on outstanding / correction of Renewal Certificates from CIPC
Reporting
- Prepares internal, external, departmental, ad hoc (status) report(s) according to set deadlines and frequency required
Professionalism
- Adheres to Firm dress code at all times
- Adheres to all Firm policies
- Conducts self in a calm and constructive manner at all times
- Consults others who can assist in problem-solving to avoid procrastinating
- Deals with problems pro-actively before they need to be escalated
- Demonstrates appropriate telephone etiquette
- Is sensitive to individual differences
- Maintains confidentiality at all times
- Treats others with respect and dignity (courteousness)
- Maintains professional client and stakeholder relations by demonstrating appropriate behaviour
- Receives and consults with colleagues, clients and/or visitors in a professional manner
- Is punctual and uses time efficiently
- Accepts responsibility for own failures and mistakes, and strives to learn from mistakes
Initiative/Proactivity
- Actively attempts to influence events and instigates action without prompting
- Open closed matters on Patricia and mark CMS active for urgent renewals
- Deals with problems pro-actively before they need to be escalated
- Consults others who can assist in problem-solving to avoid procrastinating
- Always seeks to challenge traditional assumptions and improve the way things are done
- Anticipates and responds to future needs and opportunities and seizes opportunities when they arise
- Anticipates problems and pro-actively develops contingency plans
- Keeps current on legal developments in area of specialisation
- Recognises and generates innovative/imaginative solutions to problems/challenges
Record keeping
- Accurately captures and updates data on relevant electronic systems as required
- Update electronic records with correspondence immediately and accurately according to departmental and Firm policies and procedures
- Keeps relevant electronic databases updated at all times
Coaching / Mentoring
- Makes time to coach employees and help them improve their work performance
- Effectively assist new staff with correct procedures
- Uses recognition and praise to encourage progress and competency achievement
- Completes ad hoc tasks within area of own accountability when necessary
- Meets with employee(s) one-on-one on a regular basis to discuss their work progress and development needs
- Provides honest, balanced and constructive feedback
Requirements
Skills and knowledge
- Computer literate in MS Office Suite
- Fully conversant in English
- Knowledge of CMS
- Ability to work independently and under pressure
- Ability to prioritise and learn systems
- Ability to handle information related to the Department with confidentiality
- Good organisational skills
- In-depth Patricia knowledge
Qualification/s
- Matric/ National Diploma or equivalent qualification
- Secretarial Diploma/Certificate (preferably legal)
- 4+ yrs relevant experience as a Paralegal
Click here to apply
Paralegal II (Pretoria)
Reference Number
TMP2604CKL01
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
- Create, update, and maintain trade mark records and portfolios on Patricia.
- Monitor and action Standing Instructions.
- Ensure accurate diarising of all deadlines, including renewals, filings, and follow-ups.
- Maintain complete and accurate client and agent trade mark listings.
- Perform routine legal tasks under the supervision of a qualified professional.
- Draft and prepare trade mark forms, applications, submissions, and general documentation.
- File local and foreign trade mark applications, including large-scale filing projects.
- Attend to the filing of recordals (assignments, name/address changes, Address for Service updates).
- Prepare cost estimates/quotes for new recordal/ renewal filings.
- Assist with billing, fee collections, WIP lists, debtors, and general financial administration.
- Prepare, type, and process invoices, credit notes, and uploadable bills.
- Respond to client and agent queries relating to financial matters or file status.
- Ensure all practice administration tasks are completed accurately and within deadlines.
- Type correspondence, reports, and dictations with a high degree of accuracy.
- Prepare and format documentation for internal and external use.
- Draft routine and follow-up correspondence independently where appropriate.
- Maintain personal and partners’ diaries, including scheduling, reminders, and follow-ups.
- Diarise and monitor statutory and internal deadlines to ensure compliance and timely submission of filings.
- Manage incoming and outgoing emails professionally and timeously.
- Handle routine queries from clients, partners, attorneys, and agents.
- Provide proactive updates and ensure clear communication on file progress.
Technical Competencies
- Knowledge of South African and foreign trade mark recordal and renewal filing processes.
- Understanding of recordal, renewal, and registrar correspondence procedures.
- Ability to prepare recordal and renewal applications, certificates, notices, and responses to official actions.
- Familiarity with trade mark classifications, timelines, and statutory deadlines.
- Knowledge of WIPO processes, local registry requirements, and filing protocols.
- Understanding of IP terminology, documentation standards, and registry systems.
- Ability to prepare and draft trade mark recordal/ renewal forms, documentation, correspondence, and formal records with high accuracy.
- Skilled in formatting, editing, and preparing legal documents for filing locally and internationally.
- Competence in filing local and foreign trade mark recordal and renewal applications, including large-scale client portfolios.
- Ability to prepare and process recordals such as assignments, changes of name, address, and Address for Service.
- High-level document preparation skills (filing forms, letters, affidavits, notices).
- Typing speed of 50–60 wpm with excellent dictation accuracy.
- Ability to draft and proofread formal legal correspondence to Registrars, clients, and agents.
- Working knowledge of billing processes, including preparing invoices, credit notes, WIP management, and debtor follow-up.
- Ability to process uploadable bills and ensure accuracy in financial documentation.
- Professional communication with Registries, search clerks, clients, and foreign associates.
- Ability to handle telephone queries, provide updates, and manage expectations.
- Strong understanding of service-level requirements in an IP/legal environment.
Requirements
Skills and knowledge
- A methodical person with good English language skills
- Computer literate in Microsoft Word
- Typing speed of 60 wpm
- Ability to do Dictaphone typing
- Ability to work independently, to work under pressure and to use initiative
- Dealing with several matters at once.
- Very meticulous person who pays attention to detail
- In-depth knowledge of Patricia and CMS will be an advantage
Qualification/s
- A relevant tertiary qualification
- Secretarial or Paralegal Diploma (advantageous).
- University Degree (advantageous).
- Min of 5- 6 years’ relevant experience as a Paralegal, preferably in an intellectual property or legal environment.
Click here to apply
We wish you all the best with your applications
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