Administrative Assistant (Real Estate) - London

Job IntroductionDACBeachcroft has an exciting opportunity for an experienced administrator to join our Real Estate (REG) cluster as an Administrative Assistant on a full-time, permanent basis in our London office.This is an office-based role with a requirement to be in the office 5 days per week, and would best suit someone with relevant office-based administrative experience.The role provides administrative and file management support across the team. Work will come either directly from the lawyer or through the work allocated by the Hub Leader (HL)/Practice Assistants (PA)/Legal Support Assistants (LSA). The role is accountable for establishing and maintaining an ongoing service-based relationship with the team they support recognizing and translating the needs and expectations into a responsive service.We are a Disability Confident employer and guarantee to interview anyone with a disability, long-term health condition or neurodiversity whose application meets the essential criteria for the role as set out in this advert.Role ResponsibilityClient Relationship ManagementTaking instruction to undertake admin tasks relating to client relationship managementResponsible for ensuring current knowledge of client specific protocols and processes, and building these into current practicesAssisting the lawyers, HL/PA/LSA as directed in the organization of internal and external events, seminars and conferences, responsible for arranging registers of delegates; booking travel; printing/sending materialsAdministrativeFile management – updating and maintaining all files, ensuring documents are filed correctly and named in line with the business-wide naming convention and the correct folder structures are adopted (both electronic and paper)File opening and closing – matters are set up on the relevant document/case management system. Undertake all file closing/archiving procedures ensuring compliance at all timesMake room and taxi bookings as requested, organizing hand deliveries and courier requests, and other ad-hoc requestsPrinting/copying/scanning of documents flowing to Office Services for support with high volume jobs, as appropriateSending large electronic documents via ShareFileSubmitting documents for signature by clients via DocuSignDealing with incoming post - scanning, saving to the file and circulating to the relevant fee earnersUpdating of Workflow Tracking SchedulesCollating and indexing legal documentation, deeds scheduling and deeds management.Typing of standard letters i.e. payment of invoices, acceptance of eventsUploading documents to PDF docs and editing documents using the sameCommunicationLiaising with fellow team members on workloads and ensure deadlines are consistently metAnswering internal calls for other members of the teamLiaising with and taking direction from your HL, PA LSA and lawyersAssisting with billing as requiredDealing with matter related finance administration to include BACs, TTs etc.Assisting with expenses as requiredProcessingResponsible for managing priorities and workloads to ensure deadlines are met. Liaising with HL where challenges ariseResponsible for creating and uploading information to client data rooms, in line with instructions from lawyer, HL PA or LSAProduction of court bundles, both paper and electronic copies, ensuring the master bundle is correctly prepared in line with lawyer instructions and court rules and instructions provided to Office Services to complete printing/copying of master bundles; suitable delivery methods pre-booked as neededChecking client and internal data for accuracyEnsuring compliance with firm wide/department policies and proceduresResponsible for checking post and/or emails and dealing with as appropriate ensuring all client related correspondence is appropriately filed in firm's document management systemsOnline applications e.g. Companies House, Land Registry, Searchflow, formsUndertaking searches and completion of requisite forms and submissionsCustomer ServiceAttending team meetingsLiaising with lawyers and HL to take instruction and liaise on work requirementsConsistently and appropriately update service users on progress where appropriateRegularly offer assistance wherever possibleThe Ideal CandidateRelevant office-based administration experience is highly desirableAn aptitude for administration management and processes, with experience of working with document management/case management systems is highly desirableIntermediate knowledge of Microsoft Office is essentialEffective communication skills are essential, as you'll need to have the ability to liaise with internal and external clients in a professional manner; striving to provide exceptional service at all timesGood organizational skills and ability to manage own time effectively within a fast-paced environment is essentialConscientious, taking personal responsibility for own work and accountability for its delivery and qualityPositive can-do attitude with the ability to adapt to changeExcellent attention to detailCustomer/client service focusedProactive, professional and flexible approach to workKeen to develop over a period of time with a willingness and ability to learnExcellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challengesAbout the CompanyWe're a leading international legal business with over 3,000 colleagues and a diverse range of capabilities. We're market leaders in insurance, health and real estate but with a full-service offering, including growing Financial Services and Tech capabilities. We represent a wide range of clients – from household names to government departments and NHS bodies. We act for nearly all of the top-20 UK and global insurers, we're market leaders in the provision of strategic, commercial and regulatory advice to providers and commissioners in the health sector, and in real estate we advise all of the UK's top-five housebuilders.We are a fast-growing international business with offices around the globe. In addition to our 11 UK offices, we also have offices in Dublin, Madrid, Paris, Milan, Rome, Singapore, Argentina, Chile, Colombia, Mexico, Peru and Miami, plus a broad network of affiliations across the globe.Working with usOur vision is to be leading business advisers, recognised for our insight and our outstanding commitment to clients, and for being the place where talented people want to work. Combine this with our supportive culture and hybrid working model, and you have: a Life that Works.Our flexible approach means that we help our colleagues to be their best at work, while recognising that they have all sorts of different interests and commitments outside work.We pride ourselves on our supportive, approachable culture. We are trusted, appreciated as individuals and embraced as part of a team. At DACB, we don't just accept your differences, we celebrate and advocate for them. From bespoke solutions for our clients, to treating you as an individual. Our strength comes from your diverse ideas and bringing the 'whole you' to work. So if you're good at what you do, come as you are!
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