Job Description

This role will include supporting the Group with general administrative duties and providing assistance and support to our paralegal who is responsible for our extensive portal and client management and reporting systems.

Main Duties and Responsibilities:

• Portal, client management and reporting support – assisting with the building and maintenance of client portals, preparing for sales and purchases arranging documents to be uploaded and downloaded to Worksite from external portals plus any other duties as required by the practice to ensure the clients' requirements are met;
• File Management – receiving instructions from clients. Opening files in our systems within timescales required. Scanning, copying and eFiling deeds, documents and communications;
• Issuing transaction documentation – utilizing the case management system to generate and issue standard contract and transaction documentation to solicitors and clients within the required timescales together with exchange and completion documentation and correspondence at the relevant stages of a transaction or as and when requested by any member of the team
• Conflict checking - requesting conflict searches and reviewing/eFiling results for team members;
• Communication – by telephone, standard letter, email, in person or other communication media with clients, agents and third parties as well as with other team members;
• Administration duties
  • Assisting the Group on all administrative duties as and when required;
  • Arrange meetings, coordinate travel arrangements in the UK and internationally, book and confirm reservations and deal with related papers/itineraries when required;
  • Arrange photocopying, printing, organizing couriers, sending out letters etc.
  • Use effective systems to ensure that both short and long term tasks are completed within required timescales.
  • Stamp Duty Land Tax – submitting online applications for SDLT payments (using Landscape online system) and liaising with fee earners with any queries;
  • Assisting with property searches and enquiries (using Search flow and Land Registry Portal) and liaison with appropriate authorities.
• Deeds management – producing deeds audits for clients and auditors, reporting direct to clients. Updating schedules and maintaining complete and accurate records of deeds received and dispatched back to clients or third parties as and when required;
• Finance – creating bill requests, finance forms and completing spreadsheets with financial information. Client reporting including financial data – being a point of contact for clients regarding their portals and portfolios;
• Reporting - entering and updating data in spreadsheets for client reporting/updates. (experience of using Microsoft Excel would be an advantage but is not essential);
• Anticipate workflow peaks and ensure communication is given to Practice Operations Manager and Practice Coordinator regarding workflow;
• Any other reasonable duties delegated by any Partner, Practice Operations Manager or Practice Coordinator.

Required Knowledge, Skills, and Abilities

Good written and verbal communication skills, able to communicate at all levels, possessing a confident, professional manner. Proficient in the use of a legal billing system (knowledge of Expert would be ideal although not essential) and finance reporting systems. Computer literate with experience of Microsoft Excel and Word. Is enthusiastic about role and keen to contribute to team. Works to given timeframes and anticipates likely workflows. Proactive approach to seeking out work. Consistently produces accurate work. Previous experience of working in a legal firm is desired.