Overview
Personal Assistant - Real Estate (Newcastle) at DAC Beachcroft. Location: Newcastle. Department: Real Estate - Professional Support Hub. This role acts as the single point of contact for partners, performing a range of secretarial tasks and managing workflow with Administrative Assistants (AAs) and the Central Transcription Unit (CTU), owning tasks through to completion. Provides a high-quality, comprehensive workflow management and organisational service to lawyers and exceptional client service.
Responsibilities
Client Relationship Management
* Become an active part in the care of clients and be familiar with contacts/clients and handle basic client queries as appropriate.
* Manage the production of documents and check returned work produced by the CTU team for accuracy/formatting before it is passed to the relevant lawyer.
* Take and make client related calls, and handle message taking as appropriate.
* Liaise with Clients & Markets to organise and support scheduling of client events, tender meetings, client training, etc.
* Assist with the organisation of tenders and pitches to ensure the document creation process is managed effectively, liaising with contributors as necessary.
* Manage client contacts and ensure new prospects, clients and contacts, activities and business development information are added.
* Keep up to date with client-specific protocols and processes, provide guidance and training to others where necessary, and monitor ongoing compliance.
Administrative
* Open/close files, supervise filing and record-keeping, and produce engagement letters ensuring compliance at all times.
* Manage and monitor the key dates process for clients and ensure compliance procedures are up to date on all files and matters.
* Support lawyers in business development activities including pitches and presentations, planning meetings such as tenders and internal client meetings.
* Maintain CRM with key client contacts, reviewing bounce-backs and updating or archiving contacts as needed.
* Assist in organising internal and external events, seminars and conferences.
* Manage diaries, travel/accommodation bookings, meeting rooms, drafts itineraries, agendas, and circulating papers.
* Provide exceptional client service and coordinate with HL and the team as needed.
* Produce and maintain Excel spreadsheets as required.
* Contribute to the tender process – liaising with Business Development, collecting information, and assisting with submissions.
* Prepare and collate internal sector newsletters and briefings.
* Upload and edit documents as PDFs; arrange photocopying, printing, couriers, letters, faxes, etc.
* Submit documents for signature by clients via DocuSign.
* Receive instructions via digital dictation and act on them accordingly.
Communication
* Act as key contact for allocated Partners and Clients to maintain relationships and provide high-level support.
* Monitor post and emails, draft responses, prioritise emails, and file appropriately.
* Liaise with clients and contacts to ensure actions are taken forward, addressing queries personally and escalating as necessary.
* Support immediate colleagues and other departments as requested by the Hub Leader (HL).
* Take minutes and follow up actions to ensure completion ahead of the next meeting.
* Coordinate with HL regarding planned absences and arrange cover as needed.
* Assist HL and coach the team to develop to high standards.
Financial
* Assist partners and business development with client and event billing and credit control processes.
* Complete complex billing accurately within contractual requirements.
* Request cheques, bank transfers, and process payments as appropriate.
* Review and update time allocation and disbursements for proper matter allocation.
* Take responsibility for the client billing process, ensuring compliance with client protocols.
* Handle matter-related finance administration including BACs, TTs, etc.
* Support coordination of the WIP process and manage expenses.
Processing
* Prioritise workloads to meet deadlines, escalating to HL/SM as needed.
* Manage creation and maintenance of data rooms and client information aligned with case milestones.
* Maintain client and matter data in appropriate systems and raise requests as needed.
* Handle online applications (e.g., Companies House, Land Registry, Searchflow) and complete requisite forms and submissions.
* Ensure compliance with firm-wide and department policies and procedures.
Customer Service
* Arrange and attend team meetings; liaise with partners, lawyers, LSAs, HL and SMs to receive instructions and discuss work requirements.
* Provide regular updates to service users on progress and offer assistance where possible.
Firm wide
* Understand DAC Beachcroft is an international firm and operate as one team/brand.
* Act in the best interests of the firm and manage risk and compliance, including data security.
* Collaborate with others to manage and mitigate commercial risk.
Note: We are happy to talk flexible working with our Flex Forward scheme during the hiring process if you’d like to explore this further.
Skills, Knowledge and Expertise
* Significant experience in a legal or professional services environment.
* Ability to provide top-level organisational support, anticipate needs, and produce high-standard documents and client communications.
* Advanced knowledge of Microsoft Office and document/case management systems.
* Strong client relationship skills with a commitment to exceptional service.
* Customer/client service focus with experience managing high-level client-facing tasks.
* Effective problem-solving and accountability for own work and quality.
* Excellent teamwork, adaptability, and a positive can-do attitude; able to lead, motivate and develop people.
* Confidential and discreet, with appropriate handling of sensitive information.
* Well organised with strong attention to detail in client communications and deliverables.
We encourage discussions about flexible working during the hiring process.
Note for Recruitment Agencies
DAC Beachcroft manages vacancies via in-house recruitment teams and uses a Preferred Supplier List (PSL) for external support. Speculative CVs sent without prior instruction will not be accepted, and no fees will be payable. For PSL queries, contact recruitment@dacbeachcroft.com or csgrecruitment@dacbeachcroft.com
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