Overview
Administrative Assistant (Real Estate) - Glasgow at DAC Beachcroft Dublin
Department: Real Estate - Professional Support Hub
Employment Type: Permanent
Location: Glasgow
Description
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)/Secretarial Team Leader (STL) or Secretaries. The role is accountable for establishing and maintaining an ongoing service-based relationship with the team they support recognising and translating the needs and expectations into a responsive service.
Key Responsibilities
* Taking instruction to undertake admin tasks relating to client relationship management.
* Ensuring current knowledge of client specific protocols and processes, and building these into current practices.
* Assisting lawyers, HL/STL/PA/LSA/Secretaries in the organisation of internal and external events, seminars and conferences; arranging registers of delegates; booking travel; printing/sending materials.
* Administrative: File 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 times.
* Make room and taxi bookings, organising hand deliveries and courier requests, and other ad hoc requests. Printing/copying/scanning of documents flowing to Office Services for support with high volume jobs; sending large electronic documents via OneDrive.
* Submitting documents for signature by clients via DocuSign. Handling incoming post, downloading from electronic mail, saving to the file and circulating to the relevant fee earners. Updating tracking schedules.
* Typing standard letters (e.g., invoices, event acceptances).
* Uploading documents to PDF docs and editing documents accordingly.
* Collating and indexing legal documentation.
* Real Estate Team only – deeds scheduling and deeds management.
* Dealing with post and emails and ensuring client-related correspondence is filed in the firm’s document management systems. Production of court bundles (paper and electronic copies) and related printing/copying; arranging suitable delivery methods as required.
* Creating and uploading information to client data rooms for Real Estate work as instructed; undertaking searches and required form submissions (e.g., Companies House, Land Registry, Searchflow/Search Acumen).
* Customer Service: Attending team meetings; liaising with lawyers and HL/STL to take instruction and liaise on work requirements; updating service users on progress as appropriate.
* Assisting with billing and matter-related finance administration (BACs, TTs, expenses) as required.
* Processing: Managing priorities to meet deadlines; liaising with HL/STL where challenges arise; checking client and internal data for accuracy; ensuring compliance with firm-wide/department policies.
* Production of master bundles and delivery arrangements in line with instructions and court rules.
* Working in Real Estate – responsible for information uploaded to client data rooms, searches and submissions as instructed.
* Regularly liaising with colleagues to ensure workloads are managed and deadlines met.
Skills, Knowledge and Expertise
* Relevant office-based administration experience.
* Aptitude for administration management and processes; experience with document management/case management systems.
* Intermediate knowledge of Microsoft Office.
* Effective communicator with internal and external clients; aims to provide exceptional service.
* Good organisational skills and ability to manage own time in a fast-paced environment.
* Conscientious with ownership for own work and quality of delivery.
* Positive can-do attitude and adaptability to change.
* Excellent attention to detail; customer/client service focus.
* Proactive, professional and flexible approach; willingness to learn and develop over time.
* Excellent team player withcapacity to take on new responsibilities and challenges.
Seniority level
* Entry level
Employment type
* Permanent
Job function
* Administrative
Industries
* Law Practice
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