A
Secretary I at Adams & Adams
Adams & Adams
October 14, 2026
Full-time
On-site
Duties and responsibilities
Obtain and record costs from foreign associates and external service providers, including translation, notarisation and legalisation costs.
Prepare quotations, cost estimates and supporting documentation for client approval.
Maintain accurate quotation records and supporting correspondence.
Follow up on outstanding cost information required for quotations.
Open matters and clients on Patricia where applicable.
Request and coordinate foreign trade mark searches with foreign associates.
Record search results and relevant information on the matter management system.
Follow up on outstanding search reports.
Review and follow up on invoices relating to search reports.
Ensure client records and matter information remain accurate and up to date
Prepare administrative documentation required for foreign trade mark filings.
Prepare and issue filing instructions to foreign associates.
Coordinate supporting documents, including powers of attorney, priority documents and other filing requirements.
Ensure filing requirements are met within prescribed deadlines.
Monitor filing instructions and follow up where necessary.
Record filing details, application numbers and relevant dates.
Update the firm's records and diary system following filing.
Follow up on filing invoices received from foreign associates.
Requirements
Skills and knowledge
Knowledge of foreign trademark filing procedures and prosecution processes.
Understanding of foreign associate instructions and filing requirements.
Ability to manage multiple matters across various jurisdictions
Understanding of quotations, foreign costs, disbursements and billing processes.
Ability to reconcile foreign associate invoices against quotations and instructions
Strong diary and deadline management capability.
Accurate matter administration and document control.
High attention to detail and record keeping.
Advanced proficiency in Patricia.
Proficiency in Microsoft Word, Excel, Outlook and document management systems
Experience
Minimum 2 years' experience in a secretarial or administrative role.
Experience within an Intellectual Property, Trade Marks, or legal environment will be advantageous.
Experience working with electronic document management systems.
Previous exposure to billing administration and records management is advantageous.
Qualification/s
Matric (Grade 12) or equivalent qualification.
Secretarial Diploma or equivalent qualification.
Relevant tertiary qualification will be advantageous
Obtain and record costs from foreign associates and external service providers, including translation, notarisation and legalisation costs.
Prepare quotations, cost estimates and supporting documentation for client approval.
Maintain accurate quotation records and supporting correspondence.
Follow up on outstanding cost information required for quotations.
Open matters and clients on Patricia where applicable.
Request and coordinate foreign trade mark searches with foreign associates.
Record search results and relevant information on the matter management system.
Follow up on outstanding search reports.
Review and follow up on invoices relating to search reports.
Ensure client records and matter information remain accurate and up to date
Prepare administrative documentation required for foreign trade mark filings.
Prepare and issue filing instructions to foreign associates.
Coordinate supporting documents, including powers of attorney, priority documents and other filing requirements.
Ensure filing requirements are met within prescribed deadlines.
Monitor filing instructions and follow up where necessary.
Record filing details, application numbers and relevant dates.
Update the firm's records and diary system following filing.
Follow up on filing invoices received from foreign associates.
Requirements
Skills and knowledge
Knowledge of foreign trademark filing procedures and prosecution processes.
Understanding of foreign associate instructions and filing requirements.
Ability to manage multiple matters across various jurisdictions
Understanding of quotations, foreign costs, disbursements and billing processes.
Ability to reconcile foreign associate invoices against quotations and instructions
Strong diary and deadline management capability.
Accurate matter administration and document control.
High attention to detail and record keeping.
Advanced proficiency in Patricia.
Proficiency in Microsoft Word, Excel, Outlook and document management systems
Experience
Minimum 2 years' experience in a secretarial or administrative role.
Experience within an Intellectual Property, Trade Marks, or legal environment will be advantageous.
Experience working with electronic document management systems.
Previous exposure to billing administration and records management is advantageous.
Qualification/s
Matric (Grade 12) or equivalent qualification.
Secretarial Diploma or equivalent qualification.
Relevant tertiary qualification will be advantageous