Mbali Charmaine Segoe
Legal Secretary/Scheduler/VA/Client Intake Coordinator
Roodepoort
Summary
A highly organized, meticulous, and initiative-taking professional with over seven (10) years of demonstrated success in providing comprehensive support within fast-paced legal environments. Possessing a robust foundation in legal procedures, office administration, and client relations, I offer a unique blend of skills adaptable to roles encompassing legal secretary, legal administration, or company secretary functions. My expertise extends from meticulous document preparation and management, including drafting legal documents and managing schedule coordination, ensuring seamless operations for legal teams. Proven abilities in matter management, FICA compliance, time and billing administration, and debt collection showcase a commitment to optimizing efficiency and maximizing profitability.
Hardworking Legal Secretary/Scheduler/VA/Client Intake Coordinator with over10 years in legal office administration. Offers exceptional interpersonal and communication skills.
Overview
3
3
Languages
2027
2027
years of professional experience
Work History
Legal Secretary/Scheduler/VA/Client Intake Coordinator
Remote Legal Staff
2024 - 03.2026
- Managed client intake processes, ensuring accurate information collection and documentation.
- Coordinated scheduling for legal appointments, optimizing attorney availability and client satisfaction.
- Assisted in drafting legal documents and correspondence, enhancing overall office efficiency.
- Maintained electronic filing systems, improving document retrieval and compliance with legal standards.
- Facilitated communication between clients and legal teams, fostering clarity and timely responses.
- Trained and mentored junior staff in administrative procedures, contributing to team development.
- Organized files for court proceedings.
- Answered and directed calls using multi-line switchboard.
- Conducted research on legal precedents, supporting attorneys with accurate and relevant information.
- Maintained strict confidentiality of sensitive information to protect client privacy and uphold professional ethics.
- Organized and maintained an efficient electronic filing system for easy access to critical documents and data.
- Received and placed telephone calls to clients and prospective clients.
- Screened telephone calls and forwarded to appropriate departments.
- Facilitated communication between clients and attorneys, ensuring prompt responses to inquiries.
- Enhanced attorney productivity with proficient management of case files and schedules.
- Enhanced onboarding process for new clients by developing comprehensive welcome package, setting positive tone for client relationships.
- Supported case preparation by drafting pleadings, motions, and other legal documents under attorney supervision.
- Scheduled all appointments, appearances and briefings.
- Scheduled and made appointments forattorneys
Litigation Secretary
Shepstone & Wylie Attorneys
02.2017 - 11.2024
- Managed end-to-end matter lifecycle: Oversaw the complete process from new matter opening, including rigorous FICA compliance for client onboarding, to meticulous file closing and archiving via Metro File, ensuring adherence to legal requirements and firm protocols.
- Organized and maintained court files: Efficiently managed and organized court files on platforms such as CourtOnline and CaseLines, ensuring easy accessibility and compliance.
- Streamlined billing processes: Accurately captured billable time for attorneys using the Case Management System (CMS), generated pre-bills, and prepared detailed invoices (including fee memorandums and pro forma invoices).
- Managed payments and disbursements: Efficiently processed Returns of Service and Counsel’s Fee Notes (including disbursements), proactively followed up with sheriffs regarding service, and managed debt collection efforts in collaboration with the accounts department to expedite payments.
- Client communication and fee resolution: Proactively communicated with clients regarding outstanding fees, issued payment reminders, and addressed billing inquiries, fostering positive client relationships.
- Produced diverse legal documentation: Proficiently created legal documents, including notices, pleadings, letters of demand, and court documents such as summonses, notices, and section 129 letters through Dictaphone transcription and copy-typing.
- Ensured accuracy and compliance: Meticulously verified amendments to legal documents, ensuring accuracy and compliance with legal standards in final versions.
- Supported business development: Assisted in the preparation of compelling tender submissions and presentations, contributing to the firm’s business development efforts.
- REASON FOR LEAVING: FIXED-TERM CONTRACT COMPLETED
Legal Secretary
EFG Incorporated
09.2013 - 02.2016
- Provided comprehensive diary and schedule management for attorneys, ensuring seamless daily operations and optimized time utilization. This included proactively managing complex calendars, coordinating appointments, and prioritizing commitments.
- Served as a primary point of contact for internal and external communications, meticulously screening calls, responding to inquiries, and relaying critical information with discretion and efficiency.
- Prepared detailed meeting agendas and ensured attorneys were fully briefed on relevant matters prior to client engagements. Proficient in utilizing legal calendaring systems to track deadlines and court dates, minimizing the risk of missed filings or appearances.
- Coordinated and executed all logistical aspects of internal and external meetings, including board meetings, client consultations, and depositions. Responsibilities encompassed scheduling, venue preparation, catering arrangements, and the creation and distribution of meeting materials.
- Prepared accurate and timely minutes of meetings, ensuring compliance with record-keeping requirements.
- Managed travel arrangements for attorneys, including booking flights, accommodation, and transportation, adhering to firm policies and budget constraints.
- Supported marketing initiatives by assisting with the planning and execution of client events, strengthening firm relationships, and promoting business development.
Debt Collector
EFG Incorporated
01.2012 - 08.2013
- Supported legal debt recovery efforts at EFG Incorporated, contributing to the efficient and compliant management of debt portfolios.
- Debt Recovery and Communication: Managed a portfolio of debtor accounts, conducting professional and respectful communication via phone, email, and written correspondence to secure debt repayment. Maintained a positive rapport with debtors, aiming for amicable resolutions and promoting cooperation in repayment processes.
- Payment Arrangement & Negotiation: Negotiated and implemented structured repayment plans with debtors facing financial difficulties, tailoring terms to improve feasibility and increase recovery rates. Prepared and documented all repayment agreements, ensuring clarity and compliance.
- Demand Letter Issuance and Compliance Monitoring: Drafted and issued formal letters of demand, meticulously detailing outstanding debts, deadlines, and legal consequences of non-payment, in accordance with the National Credit Act and Debt Collectors Act. Ensured that all collection activities complied with South African debt collection regulations, ethical practices, and legal guidelines.
- Debt Verification and Accuracy: Thoroughly verified the legitimacy and accuracy of debts, including principal amounts, accrued interest, and debtor information, to prevent disputes and ensure legal defensibility. Meticulously maintained and updated detailed records of all interactions, agreements, and payments within the debt management system.
- Legal Support and Documentation: Provided crucial support to the legal team by gathering and organizing case documentation, including financial records, communication logs, and repayment agreements, to facilitate legal action, garnishee orders, and asset attachment proceedings.
- Legal Action Assistance: Assisted attorneys in the preparation and filing of legal documents necessary for initiating debt recovery litigation, including summonses and applications for judgment.
- Garnishee Order Management: Facilitated the execution of garnishee orders on court judgments, coordinating with employers to ensure accurate and timely salary deductions, adhering to legal requirements and ethical considerations. Monitored the performance of garnishee orders and initiated follow-up actions to address any compliance issues or payment discrepancies.
- Financial Guidance & Referrals: Identified debtors experiencing significant financial hardship and provided referrals to accredited debt counseling services, promoting responsible financial management and fostering positive relationships.
- Process Improvement: Proactively identified opportunities to improve debt collection processes and efficiency, contributing to the development and implementation of the best practices within the department.
Education
FET Certificate - Office Administration Management (NQF 4)
Institute of Business Management
Cape Town, South Africa03-2026
Paralegal Course - Legal
Damelin College
Johannesburg, South Africa01-2025
Inbound and Outbound Call Centre - Call Centre, Client Communication
Cornerstone
Johannesburg, South Africa01-2009
Skills
Critical thinking and problem-solving
Calendar management
Remote Collaboration
Legal document drafting and proofreading
Microsoft Office Suite proficiency
Appointment setting
Administrative support
Time management
Slack
Client Billing
Knowledge of legal terminology
Interests
An engaged and well-rounded individual, I enjoy hiking, traveling, reading, and cooking, which helps maintain a healthy work life balance
Timeline
Litigation Secretary
Shepstone & Wylie Attorneys
02.2017 - 11.2024
Legal Secretary
EFG Incorporated
09.2013 - 02.2016
Debt Collector
EFG Incorporated
01.2012 - 08.2013
Legal Secretary/Scheduler/VA/Client Intake Coordinator
Remote Legal Staff
2024 - 03.2026
FET Certificate - Office Administration Management (NQF 4)
Institute of Business Management
Paralegal Course - Legal
Damelin College
Inbound and Outbound Call Centre - Call Centre, Client Communication
Cornerstone
An engaged and well-rounded individual, I enjoy hiking, traveling, reading, and cooking, which helps
Highly organised and detail-oriented Legal Secretary with over 10 years of experience supporting legal professionals in fast-paced environments. Demonstrates strong expertise in litigation support, legal document preparation, matter management, billing administration, and client relations. Proven ability to manage end-to-end legal administrative processes while maintaining strict confidentiality and compliance with legal standards. Adept at coordinating complex schedules, managing court documentation systems, and supporting attorneys to maximise operational efficiency and client service delivery.