Duties and responsibilities

Certificates

• Receive recordal, renewal and restoration certificates for recordkeeping
• Sort certificates by country and registration number
• Check received certificates for correctness
• Attach correct recordal, renewal and restoration certificates to relevant Patricia record
• Check CMS for payment of renewal invoice and courier charges before dispatching documents to client
• Update Patricia action terms
• Report outstanding renewal invoice to client
• Report electronic certificates to client
• Generate/prepare correspondence to accompany certificates
• Follow up on outstanding certificates via batch runs
• Diarise files and electronic database for outstanding amended certificates
• Advise local partner in country of filing of error(s) on recordal, renewal and restoration certificates
• Return incorrect recordal, renewal and restoration certificates to local partners for correction, after consultation to confirm errors

Renewal reminders

• Process reminder letters
• Run renewal batches
• Ensure reminders are generated and sent to clients timeously
• Assist with staff queries and problems related to renewal reminders
• Check that client/applicant and/or instructing agent information is correct
• Check that email, physical address and account number of client/instructing agent is correct
• Ensure sent items are saved to electronic database
• Perform Google search for any undelivered email reminders to find the correct email address
• Attend to late renewal reminders
• Check database for supporting documents and consult with other departments before sending late renewal reminders where necessary

Record keeping

• Accurately capture and update data on relevant electron systems as required
• File paper and electronic documentation and correspondence immediately and accurately according to departmental and firm policies and procedures
• Keep relevant electronic databases updated at all times
• Scan official documents and save to electronic database

Correspondence

• Draft email responding to client queries as required
• Send response when applicable

Quotations

• Prepare courier quotations for vetting by partner
• Advise client of relevant courier cost involved to dispatch certificate(s)

Requirements

Skills and knowledge

• Computer literate – MS Office (Excel & Outlook in particular)
• Communication skills, both written and verbal, at all levels of the organization
• Ability to focus on detail
• Ability to work individually and as part of a team
• Ability to work with numbers to convert currencies correctly
• Knowledge of the renewal process would be an advantage
• Relevant database functions (Patricia, NetDocs, etc)
• Patricia (Trade Marks) and Aderant (CMS) accounting are advantageous
• Converting currencies

 Qualification/s

• Grade 12/Matric
• Data capturing/updating electronic records
• Work in a similar environment