Job Overview
Our client is looking to recruit a Fees and Administrative Assistant to support key billing and administrative operations. This is a varied role involving responsibility for fee note generation, payment processing, and general administrative support using the LEX case management system. The ideal candidate will be highly organised, detail-focused, and confident handling both finance and facilities-related tasks in a professional services environment.
Responsibilities
* Record incoming payments from the organisation's Barclays account and assign them to the correct case files using LEX
* Generate and issue fee notes (invoices) on a regular basis
* Send reminder invoices for overdue payments
* Update client and solicitor responses in LEX, follow up where necessary, and complete related admin tasks
* Escalate non-payments, payment disputes, or expected delays to the Fees Manager without delay
* Adhere to agreed billing schedules and timelines
* Process fee payments through the LEX system efficiently
* Maintain up-to-date and accurate case types and data within LEX
* Generate and send VAT receipts as required
* Process client refunds in accordance with approved procedures
* Always follow agreed internal processes for fee collection
* Support the Fees Manager and Executive Director with additional admin tasks when needed
* Provide day-to-day support for facilities management, such as rearranging meeting rooms and reporting maintenance issues (e.g. plumbing, electrical) to contractors or the landlord
* Assist with room moves for legal professionals when required
* Conduct daily checks of stationery and replenish supplies across designated stock points
* Monitor photocopiers daily to ensure adequate paper and toner levels; manage stock and liaise with suppliers when issues arise
* Regularly check water coolers and coordinate timely replacement of water bottles
* Support compliance with office safety standards (e.g. assisting with risk assessments, fire safety checks)
* Carry out any other reasonable tasks requested by the Fees & Administration Manager or Executive Director
Skills
* Excellent attention to detail and ability to manage competing deadlines
* Strong communication and problem-solving skills
* Experience with administrative or financial tasks in a professional services setting (legal experience desirable but not essential)
* Familiarity with LEX or similar case management systems (preferred)
* Reliable, discreet, and professional approach to handling confidential information
Benefits
* Reimbursement of reasonable travel expenses
* Performance-based bonus scheme
* Private medical insurance
* Workplace pension scheme
* Annual leave allowance
Job Type: Full-time
Pay: £28,808.00 per year
Benefits:
* Company pension
* Free or subsidised travel
* Work from home
Experience:
* fees: 1 year (preferred)
Work Location: In person