Administrative Assistant
Department: Real Estate - Professional Support Hub
Employment Type: Permanent
Location: Newcastle
Description
DAC Beachcroft has an exciting opportunity for a full-time, permanent Administrative Assistant to join our Real Estate team in Newcastle. This role is office-based, requiring attendance at our Newcastle office.
The role involves providing administrative and file management support, working directly with lawyers or through work allocated by the Hub Leader (HL), Practice Assistants (PA), or Legal Support Assistants (LSA). The successful candidate will establish and maintain a service-oriented relationship with the team, understanding and responding to their needs.
Key Responsibilities
Client Relationship Management
* Taking instructions to perform administrative tasks related to client relationship management
* Maintaining knowledge of client-specific protocols and integrating them into practices
* Assisting with organising internal and external events, seminars, and conferences, including arranging delegate registers, booking travel, and printing/sending materials
Administrative
* Managing files—updating, maintaining, and ensuring correct filing and naming conventions (both electronic and paper)
* Opening and closing files, setting up matters on relevant systems, and ensuring compliance during archiving
* Booking rooms and taxis, organising deliveries, and handling ad hoc requests
* Supporting high-volume document processing, including printing, copying, scanning, and electronic document sharing via ShareFile
* Submitting documents for signatures via DocuSign
* Handling incoming post, scanning, saving, and circulating documents
* Updating workflow schedules and managing legal documentation and deeds
* Typing standard letters and editing documents
Communication
* Liaising with team members to manage workloads and meet deadlines
* Answering internal calls and taking instructions from HL, PA, LSA, and lawyers
Financial
* Assisting with billing and finance administration, including BACs and TTs
* Supporting expense management
Processing
* Managing priorities and deadlines, liaising with HL when challenges arise
* Creating and uploading information to client data rooms
* Producing court bundles, ensuring accuracy and compliance, and coordinating printing and delivery
* Verifying data accuracy and compliance with policies
* Managing post and email correspondence, ensuring proper filing
* Using online applications for searches and submissions
Customer Service
* Participating in team meetings
* Taking instructions and liaising with lawyers and HL on work requirements
* Updating clients and team members on progress and offering assistance proactively
Skills, Knowledge, and Expertise
* Relevant office-based administrative experience
* Experience with document and case management systems
* Intermediate proficiency in Microsoft Office
* Effective communication skills, professional liaising with clients and colleagues
* Strong organisational skills and time management
* Conscientious with a focus on quality and responsibility
* Positive attitude, adaptable to change
* Attention to detail and customer service orientation
* Proactive, professional, flexible, and eager to learn
* Team player committed to service excellence and willing to take on new challenges
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