Job Title: Team Administrator
Group: Property
Hours: Monday to Friday 9.Type: Fully office based role
To provide proactive and professional support within the group.
A Team Administrator - Deeds and Data Sites will, collectively, work with every member of the team to ensure that overall needs are met.
Support may be required to be provided to staff from more than one business unit, and numbers and content of the group may change from time to time to reflect the current structure of the firm.
Data Site Administration
Process requests to add or remove internal and external users to data sites (also referred to as data rooms, extranets, SharePoint, or HighQ), ensuring correct access levels are assigned and documented.
Complete forms and coordinate with the Products & Solutions team to create new data sites, including setting up required folders and ensuring all necessary information (client name, site name, users, etc.) Upload documents to the appropriate folders within data sites, following naming conventions and confirming completion with the instructing party. Locate and download documents from data sites as requested, using search functions and managing file/folder names to comply with system limitations (e.g., Perform user audits to report on who has access to data sites, and manage restricted libraries or folders as needed, coordinating with Products & Solutions to ensure compliance and appropriate access controls.
Deeds Scheduling and Administration
Receive, review, and process deeds scheduling requests using standardised forms and digital tracking systems (e.g., Communicate regularly with fee earners, paralegals, and team administrators to confirm scheduling requirements, resolve discrepancies, and provide updates on the status of deeds packets. Monitor deeds storage areas, coordinate the transfer of deeds to offsite archives when required, and ensure compliance with health and safety guidelines for physical storage. Adhere to internal policies and legal requirements for deeds management, including scanning, uploading, and naming conventions for electronic records. Conduct periodic audits to verify accuracy and completeness of schedules, and implement improvements based on feedback and training
General Team Administration
Assisting the Legal PAs and fee earners with all aspects of billing requirements (i.e. generate, amend and finalise bills, liaising with fee earners in relation to any specific requirements about their billing including the timing thereof).
Administration experience in a busy environment is desirable
Good IT skills – knowledge of Microsoft Word, Excel and Outlook required
Carers’ leave (up to five paid days’ leave towards caring responsibilities)
~25 days’ annual leave entitlement and the opportunity to purchase or roll over 5 days.
~ Contributory pension of up to 5%.
~ Private healthcare policy
~ Eligibility to apply for an interest free season ticket loan, an interest free gym membership loan and/or an interest free rental deposit loan.
~ Cycle to work scheme.
The first stage is typically conducted virtually and the second stage typically in person at the office in which the role would be based. However, we strive to remain flexible depending on the requirements of the role or the candidate.
We are a Disability Confident and top Stonewall employer, a Valuable 500 member, a founding member of the Mindful Business Charter, signatory of the Race at Work Charter and a proud partner of Neurodiversity in Law. We want everybody attending an interview to be comfortable and able to fully demonstrate their experience and talents.
As an inclusive employer, we are willing to consider any flexible working requests.