AJ Chambers are working with a top Central London Law Firm who specialise in Media.
They have an exciting opportunity for a Team Assistant to join the Property Team.
Job Purpose
- To deliver exemplary secretarial services covering a variety of administrative and legal support duties as assigned.
- To work closely with all team members and Department EA/Senior Secretary to ensure an efficient, proactive and professional ongoing service.
- To provide a personable point of contact for all external parties, particularly the firm’s clients.
Key Tasks and Responsibilities
Secretarial duties
- Deliver general legal secretarial admin, such as file opening, billing and file closing etc
- Format legal documents
- Provide high levels of customer service on all requests and projects
- Manage and communicate with internal key stakeholders as needed
- Ensure all clients have a positive experience on point of contact and that any requests are swiftly communicated to the relevant team member
- Prioritise key tasks and advise time to achieve
- Manage and communicate on multiple requests as needed; keep people informed as to progress
- Ensure any issues arising are communicated to the relevant team member and promptly addressed
- Offer a proactive approach to problem identification and possible solution
- Provide ongoing management of team members’ diaries and Outlook calendars as directed;
- Organising various internal and external meetings
- Room bookings, refreshments as required, IT equipment etc.
- Assist with setting up meeting rooms for large meetings and events as needed, across teams
- Sort travel arrangements for the team as needed for both UK and international travel
- Manage telephone, voicemail, out of office and email messages for the team when they are not available, responding or redirecting as necessary
- Coordinate conference calls, Zoom, Teams etc. For the team, as required
- Distribute documentation internally and externally, electronically or hard copy
- Ensure all team electronic and hard copy filing is managed in a timely and efficient manner, in strict accordance with firm procedures
- Delegate large copying/printing jobs to Office Services team as needed
- Agree time to produce
- Be responsible for ensuring delivery of job
- Preparing post completion duties including Stamp Duty Return, Land Registry applications, Notice of Transfer.
- Knowledge of HM Land Registry download, search and replying requisitions
- Knowledge of the HM Land Registry portal, submitting applications on the new Digital Registration Service.
- Dictation experience
- Experience in submitting property searches for commercial and residential properties.
- Preparing payment requests for completions, invoice settlements, SDLTs etc.
- Assist with cover for Reception and other departmental PA’s during holidays or busy periods, if required
Business process support
- Support Department EA/Senior Secretary with the ongoing management and reduction of aged WIP & debt, liaising with Heads of Department/Fee Earners and Credit Controller as needed
- Draft invoices for review
- Work as needed to improve the department’s financial performance against targets
- Proactively assist and manage the team’s IT queries/issues, to include liaison with internal IT support and the Software Training & Application Advisor (and if necessary, the firm’s external IT provider)
- Ensure the team is aware of any planned changes
- Support in the timetabling and delivery of any required training within the team
- Support Department EA/Senior Secretary on project implementation as requested
The role will be a great opportunity for someone with 2 years experience looking to join a top Law Firm with great career prospects.
The role will offer hybrid working and hours 9.30am – 5.30pm
For further information please contact Ella Britton