Commercial Property Secretary

2 months ago

Hertford, United Kingdom Longmores Solicitors LLP Full time

**Practice Area** Commercial Property

**Line Manager **Rachael Spalton

**Hours **36

**Location** Hertford

**About Longmores**

Longmores is a progressive firm of specialist solicitors renowned for its professional yet

personal service that has been advising businesses and individuals in Hertfordshire and

across the country since 1819. All our solicitors and fee earners are specialists in their

respective areas of law acting for a wide range of commercial, private and public sector

clients.

We are ranked in the legal directories Chambers UK and The Legal 500 and hold many

accreditations including Lexcel, Customer Service Excellence, Cyber Essentials+.

Everything we do is underpinned by our core values:

- Open and honest
- Working together
- Valuing people
- Taking pride in what we do

**About the role**

You are appointed to assist the members of the Commercial Property practice area in

carrying out their duties and responsibilities. You will be expected to work as a team member

within your practice area and the firm.

The purpose of the role is to support the members of the Commercial Property team

undertaking administrative work and minor fee earning work encompassing post completion

documents and the preparation of standard form documents. We are looking for a flexible,

hardworking individual who thrives on variety and is prepared to take ownership of tasks. It is

commercial and/or residential conveyancing property work and who is already experienced in

a similar role within a property team. Commercial Property experience is preferred but not

excellent organisation and communication skills and be able to use their own initiative.

**Skills, experience and qualifications**
- To provide secretarial and administrative support within the Commercial Property

practice area
- To maintain the highest level of confidentiality always.
- Proactively manage diaries and possess time management skills
- To liaise with clients (and third parties) by correspondence, telephone, or attendance.

Answer queries and relay necessary information in a professional and confident

manner.
- To type a wide range of documents with speed and accuracy and paying attention to

detail.
- To draft routine correspondence
- To assist in the preparation and proof reading of legal documents
- To assist the other members of the Commercial Property practice area in organising

their work effectively.
- To build and maintain client relationships
- To carry out any reasonable instruction from the HOPA and other members of the

team in a quick efficient manner.
- To prepare bills, covering letters and take responsibility for the monitoring and

reporting of unpaid bills to fee earners and carry out follow up tasks.
- To monitor client ledgers and liaise with fee earners regarding housekeeping matters,

including dealing with accounting issues and file closures.
- To obtain title documents from the Land Registry
- To submit searches using InfoTrack.

and post completion formalities.
- To carry out procedural file reviews.
- To maintain the orderly running of client files
- To update outlook with key dates as and when necessary and booking client meetings.
- To participate in practice area meetings and take minutes.
- To comply with the firm’s file management and file organisation procedures.
- To comply with the firm’s, SRA and the Law Society’s rules about accounting

procedures.
- To comply with all office procedures and standards
- Under the overall guidance of the relevant team member to assist in dealing with

clients’ matters in an efficient manner.
- To record messages and attendances and ensure that the relevant team member

receives information in an appropriate and timely manner.
- To assist with Seminars if required.

**About the person**
- Appropriate Secretarial qualifications and/or experience***
- Experience and ability to work in a confidential manner
- Ability to multi-task and cope with a busy and varied workload
- Excellent IT skills
- Exemplary level of attention to detail
- Efficient time-management skills
- Efficient, reliable, helpful, and enthusiastic
- Confident, professional, and friendly with the ability to build good working relationships

internally and externally
- Initiative, drive and motivation to work at home
- Effective and proactive team worker
- Flexible and adaptable mindset
- ‘Hands-on’ approach
- Meticulous organisational skills
- Excellent oral and written communication skills
- Excellent client service skills
- Personable and professional manner
- Honesty and discretion
- Ability to work under pressure and within deadlines
- Ability to problem solve

**General requirements**
- To work within the Commercial Property team and within the firm if required
- To perform any duty not specifically referred to above, which may be reasonably

requested by the commercial property team.
- To maintain a level of confidentiality appropriate to role
- To deal with colleagues, clients, and

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