Administrative Assistant (Real Estate) - Glasgow
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
1. Taking instruction to undertake admin tasks relating to client relationship management.
2. Responsible for ensuring current knowledge of client-specific protocols and processes, and building these into current practices.
3. Assisting lawyers, HL/STL/PA/LSA/Secretaries as directed in organising internal and external events, seminars, and conferences, including arranging registers of delegates, booking travel, and printing/sending materials.
4. Administrative
* File management – updating and maintaining all files, ensuring documents are filed correctly and named in line with the business-wide naming convention and folder structures (both electronic and paper).
* File opening and closing – setting up matters on relevant document/case management systems and undertaking all file closing/archiving procedures ensuring compliance at all times.
* Making room and taxi bookings, organising hand deliveries and courier requests, and handling other ad hoc requests.
* Printing, copying, and scanning documents, supporting high-volume jobs with Office Services as appropriate.
* Sending large electronic documents via OneDrive.
* Submitting documents for signature via DocuSign.
* Dealing with incoming post, downloading from electronic mail, saving to files, and circulating to relevant fee earners.
* Updating tracking schedules.
* Typing standard letters, such as invoices and event confirmations.
* Uploading and editing documents using PDF tools.
* Collating and indexing legal documentation.
* Real Estate Team only: Deeds scheduling and management.
1. Communication
* Liaising with team members on workloads and ensuring deadlines are met.
* Answering internal calls and liaising with team leaders and lawyers for instructions.
2. Financial
* Assisting with billing, including BACs and TTs.
* Handling expenses as required.
3. Processing
* Managing priorities and workloads, ensuring deadlines are met.
* Checking data for accuracy and ensuring compliance with policies.
* Handling post and emails, ensuring client correspondence is filed correctly.
* Producing court bundles and managing document uploads for client data rooms.
4. Customer Service
* Attending team meetings and liaising with lawyers and team leaders.
* Updating service users on progress and offering assistance proactively.
5. Firm-wide: Understanding the firm's international structure, operating as one team, managing risks, and working in a regulated environment.
Skills, Knowledge, and Expertise
* Relevant office-based administration experience.
* Experience with document and case management systems.
* Intermediate knowledge of Microsoft Office.
* Professional communication skills for liaising with clients and internal teams.
* Good organisational skills and effective time management.
* Conscientious with attention to detail and accountability.
* Positive attitude, adaptable to change, and eager to learn.
* Team player committed to service quality and efficiency.
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