Legal Administrator
4 months ago
Experience level: Entry Level Term: Permanent Working hours: Full-time Department: Real Estate Dispute Resolution Location: Uxbridge**Real Estate Group**
IBB’s Real Estate group covers a range of development and commercial property work with a number of partners ranked as leaders in their field. The group is divided into five teams:
- The residential development division comprising four partners, three consultants, two legal directors, one senior associate, two solicitors, one paralegal, two trainees, three legal administrators and three legal secretaries;
- The new homes division comprising one partner, one senior associate, one solicitor, one chartered legal executive, one senior conveyancer, three conveyancers, six paralegals and six legal administrators;
- The commercial real estate division comprising two partners, one consultant, three senior associates, one associate, two solicitors, one trainee, one paralegal and one legal administrator;
- The property litigation team comprising three partners, one legal director, three solicitors, two trainees, one legal administrator and one legal secretary; and
The construction team comprising one partner, one consultant, one senior associate, one solicitor, one trainee and one legal administrator.
**Job Purpose**
This is an exciting opportunity for a methodical, organised and efficient administration support person to join IBB. This is a support role working with partners, solicitors and other support staff across a busy real estate group undertaking a number of key routine and non-routine tasks.
Key Responsibilities
- Assisting with the efficient photocopying, binding, faxing, printing, scanning, filing and document management of correspondence, plans, deeds and documents on both contentious and non-contentious matters. This will include the scanning and electronic filing of deeds and documents onto internal systems and client portals and will also include assisting with the preparation of exhibits for appending to Counsel’s instructions, witness statements and/or hearing bundles (as the case may require).
- File opening in accordance with IBB procedures to include data input, completion of internal forms and procedures, preparation of anti-money laundering documentation, setting up the paper file and file labels (where appropriate), preparing the initial letters for fee earner review.
- File closing in accordance with IBB procedures to include data input, checking ledger balances, filleting files, returning client documents, completion of internal forms including maintaining a list of files sent to storage and sent away.
- Preparation of bills in accordance with IBB procedures, to include collating disbursement receipts, liaising with accounts and preparing all documentation to be sent to the client in accordance with defined procedures
- Liaising with HM Courts and Tribunals Service, to include filing documents by post and via their e-filing portal
- Paying third party disbursements, including experts’ and Counsels’ fees
- The preparation of posting slips for monies in/out of client account, in accordance with IBB procedures
- Filing incoming correspondence, outgoing copies, invoices, reports and paper files in/out of the filing system.
- Assisting with file checking and organising in preparation for quality audits.
- Checking deeds in and out of the deeds storage facility. Collecting deeds from the floor and returning them to storage
- Ad hoc data input as and when required (CRM and PMS)
- Preparing outgoing mail and enclosures for dispatch
- Checking lengthy documentation and proofreading as required
- Assisting with other general administrative duties as directed
Person Specification**Qualifications**
- Educated to degree level standard or equivalent
- Experience of working in property law in an office environment, preferred
**Skills and Experience**
- Excellent organisational skills with the ability to use own initiative and work with limited supervision and able to work to deadlines whilst maintaining the highest quality standards and attention to detail.
- Experience of working in a data entry, archiving, office support of document management function preferred.
- Strong oral and written communication skills.
- Strong numeracy skills.
- Strong proof-reading skills
- Reliable, adaptable and flexible: able to embrace change. Is responsive to different ways of working and learns new tasks quickly. Prepared to undertake all tasks as required by the role with a positive “can do” attitude.
- Ability to demonstrate a commercial awareness and professionalism always and ability to keep calm under pressure.
- An excellent work ethic and commitment to a career in professional services
- Able to demonstrate confidentiality and personal integrity in all aspects of work.
- Able to work collaboratively with others to achieve a task and to build and sustain good working relationships but equally able to work effectively alone.
- Knowledge and genuine in
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