Address
Form of work
SalaryDuties
- Professional client engagement, being a first point of contact by telephone and email; resolving client enquiries, taking messages, passing on information and proactive handling of enquiries as appropriate in a timely manner.
- Coordination of administrative tasks and working alongside the Property Team and the Firm ensuring completed tasks are of high presentational quality and checked for accuracy, demonstrating attention to detail and ready to return to fee earners by given deadlines.
- Assisting with sale, purchase, remortgage transactions to include preparing contract packs, raising / replying to replies to enquiries, preparation of standard legal documentation, liaising with lenders and third parties, post completion formalities (with training/supervision).
- Assisting with commercial property transactions to include acquisitions, disposals, lease and licence transactions (with training/supervision).
- Carrying out legal and case related research.
- Proactive diary management; looking ahead at fee earner diaries to remind them of diary commitments, taking responsibility for ensuring they have all supporting documents and information for each meeting or engagement.
- Arranging and potentially attending internal and external meetings or video calls, ensuring the smooth running of such meetings and making appropriate arrangements (e.g. room setup, etc.) and liaising with other Team members/departments as required.
- Assisting with business improvement opportunities.
Client Service Support:
- Take an active role in client relationship management and client care.
- Handling and assisting with new business enquiries and calls from clients and colleagues and helping to ensure new business success.
- Assisting with smooth and seamless transition of new enquiries to on-boarding of clients and ensuring clients and fee earners are kept informed throughout.
- Preparing client terms of engagement and new business proposals.
- Recording all new business and existing client opportunities and helping to ensure they are dealt with professionally and efficiently.
- Assist with ongoing communications and marketing with the assistance of firm marketing resources.
- Participating in Business Development and Client Service improvement projects and tasks from time to time.
Client Matter/File duties:
- Assisting with file opening, carrying out conflict checks and ID requirements as directed; assisting with the preparation of all relevant documentation and follow up.
- Monitoring new matters to ensure all necessary information and documents have been received (e.g. engagement letters/instruction forms/monies on account/money laundering documentation and other compliance documents), informing fee earners when documents are received and assisting as required.
- All elements of document and file management on the firm’s systems.
- Management of inbound post ensuring it is electronically saved in the document management system and actioned (with guidance/supervision) where able.
- Assisting with preparation of correspondence/documentation throughout the transactions.
- File closures and archiving.
Finance and Billing Duties:
- Supporting the Property Team to achieve financial success including all elements of billing and financial management in accordance with the firm’s procedures.
- Processing disbursements from external parties and preparing electronic slips for the accounts team.
- Assistance with client balances.
Business Support duties:
- Liaising with business support services across the firm, to include marketing, finance, HR, and business engagement.
- Updating and maintaining integrity of client information held on the firm’s CRM and case management systems.
Skills and Competencies:
- Previous experience in a Property / Real Estate role required.
- Excellent verbal and written communication skills with confidence in client facing situations.
- IT literate including use of Microsoft Office (with case or document management experience preferred).
- Attention to detail and accuracy.
- A self-starter, resourceful with a high degree of initiative.
- Proactive and collaborative team player.
- Organised and able to work independently (with supervision)
- Flexible and adaptable.
- Ability to work within a busy environment.
