Bilingual Legal Secretary
Al Tamimi & Company
Total years of experience :12 years, 11 Months
Achievements and Contributions:
• Assisting in drafting office guidelines and process in setting up, share transfers, change of officers, etc of companies in UAE.
• Suggesting standardization of the format of in-house forms and documentations.
• Initiating and collecting precedent documents and developed a system in our department.
Responsibilities: (Legal - Admin - Accounting)
(Legal Responsibilities)
• Assisting lawyers in drafting bilingual legal documents and correspondences for setting up different kind of entities in mainland and offshores in UAE.
• Reviewing legal documents to ensure they are in proper format for court and notary acceptance.
• Translating legal documents from Arabic into English and vice versa.
• Submitting online applications for restructuring matters with different jurisdictions and free zone authorities such as DET, DMCC, JAFZA, DAFZA, DWTC and RAKICC.
• Notify clients and sending reminders for the expiry date of license registration.
• Drafting and preparing legal documents and forms like power of attorney, resolutions, waivers and declarations.
• Arranging required documents for attesting and notarizing the legal documents from MOFA, MOJ, Notary and Embassies in UAE.
(Accounting Responsibilities)
• Participating in the billing process and ensuring billable hours are recorded accurately.
• Sending monthly invoices to the clients and following up with outstanding invoices.
• Responding to the clients inquiries regarding the invoices, statement of account and audit letters.
• Developing and maintaining a comprehensive and organize E-billing system.
• Preparing the float and expense claim for lawyers.
(Admin Responsibilities)
• Acting as team leader assistant by overseeing a team of secretaries.
• Opening and closing matters on system (Elite) and updating billing instruction and fee cap.
• Coordinating with compliance team for providing and updating KYC documents for new and existing clients.
• Running internal conflict check and reviewing the details of counter parties.
• Recording daily time sheets for the lawyers.
• Formatting the legal documents.
• Managing the day-to-day operations of the office such as courier, copying, scanning and filing.
• Typing confidential documents. Opening, sorting, and distributing incoming correspondence, including faxes and emails.
• Coordinating lawyers’ schedules, calendars and travel arrangements and sending invitation meeting with clients.
• Receiving and screening clients and telephone calls; responding to inquiries on a variety of matters such as the status of pending cases, administrative and court rules, and appeal procedures.
• Following up all data registration/updating clients’ phone numbers, addresses, emails in the database upon their request.
• Maintaining the general filing system and filing all correspondence.
•Preparing legal documents and correspondence, docketing cases and maintaining court dockets and diaries.
•Record notices of hearings or postponements, correspondence, reports and other data.
•Dockets, and schedules administrative hearings; prepares notices of hearings.
•Reviews legal documents to ensure they are in proper format and contain all necessary portions or related documents for court acceptance.
•Support attorneys in a legal setting.
•Coordinate lawyers’ schedules, calendars and travel arrangements.
•Prepare correspondence and legal papers such as summonses, complaints, motions, responses, and subpoenas under the supervision of an attorney or a paralegal.
•Draft and prepare legal documents and forms like power of attorney, cancellations, wavers and declarations.
•Open and create a new account for the clients or matters using coding system and accounting and Elite software.
•Following up all data registration/updating clients’ phone numbers, addresses, emails in the data base upon their request.
•Preparing and generating and amending the performs and invoices.
•Keeping records of costs and controlling petty cash.
•Developing and maintaining a comprehensive and organized billing system.
•Ensure all billable hours are accurately recorded
•Maintain the general filing system and file all correspondence.
•Managing the day-to-day operations of the office such as copying, faxing, scanning and document filing.
•Planning and scheduling meetings and appointments.
•Preparing and editing correspondence, reports and presentations.
•Making travel and guest arrangements.
•Receives and screens visitors and telephone calls; responds to inquiries on a variety of matters such as the status of pending cases, administrative and court rules, and appeal procedures.
•Type confidential document. Open, sort, and distribute incoming correspondence, including faxes and email.