Our client has a permanent vacancy for a Team Assistant to join their Commercial Property team. You will provide the team and wider Department with the administrative support they need to allow seamless legal services to clients and help them maximise the amount of time they are able to spend on client work.
The role
To support the team and Department by managing the whole client experience
To provide support services to the team (and wider Department as necessary) including document production and file management.
Ensuring you have a good understanding of the Solicitors Accounts Rules and all other compliance requirements of a regulated practice.
Assisting with Client Relationship Management: Interaction with clients including telephone discussions/ meeting and greeting at appointments.
Answering and directing telephone and email enquiries, first point of contact for clients
Taking new enquiries using the new enquiries form – alongside Paralegals / Trainees
Creating, updating and amending internal reports for business development, current matters, new enquiries, work in progress etc.
Financial management of matters, checking monies are on account and chasing these, updating the team on a weekly basis of any matters that have exceeded estimates, checking monies go out to the client, sorting old client account balances.
Dealing the administrative aspects of the matter once opened by the Office Administrator: compliance, file organisation and record keeping, billing, key dates, write offs, credit control matters – hand over to office Administrator for file closing.
Allocating scanned post to matter file in SOS. Notifying fee earner of all incoming communications.
Management of outgoing paper based post to the Office Administrator.
Management of electronic documents sent from and to external parties, ensuring documents are downloaded, organised in accordance with Department protocols and saved correctly within SOS
Liaising with the Office Administrators on archiving requirements or the releasing of documents.
Keeping fee earners up to date on the progress of a task(s), communicating always to manage expectations and meet all deadlines.
Managing nationwide and international travel.
Extensive diary and inbox management.
Liaising with Hods and fee earners to maintain communication levels internally and externally.
Carry out monthly Lexcel reviews for Fee earners using their Matters Listing.
Assist when needed to cover basic facilities duties which may include stationery, reception cover, banking.
Obtain an understanding of the business stream requirements in order to provide exceptional client service to all legal teams and clients across the Firm’s services.
Produce documents to a high standard.
Work with the typists and office administrators to ensure all aspects of the file and communications are managed effectively.
Undertake Department Specific duties where applicable.
Support, if required, the wider functions and departments of the Firm.
Due to the large number of responses we receive it is not always possible to respond to every application. We will only contact those candidates short-listed for this role. If you have not heard from us within 7 days please assume you have been unsuccessful on this occasion. If you wish to apply for further roles please do so. We will retain your details on file and contact you should a suitable vacancy become available