Senior Legal Administrator

3 weeks ago

Peterborough, United Kingdom Encore Estate Management Full time

Encore are currently seeking someone with strong Administrative experience, as well as this you will be hardworking, focused and driven. If you have a drive to work hard and embed yourself within a new buisness, then we would love to hear from you.

The main purpose of this role is to respond to solicitors’ leasehold enquiries and generate the completion paperwork in a timely manner. In addition, this role will assist with the preparation and submission of company secretary filing requirements, and assist with the administrative aspects of sub-letting and other legal procedures. The final requirement of this position is to provide support to the rest of the team by assisting with queries and more complex matters, helping to ensure that queries are responded to within a week.

**What you'll do**:

- Generate and assist with invoicing for solicitor’s enquiries and Land Registry requests.
- Produce standard leasehold reply to enquiry (RTE) information packs for the portfolio of managed estates and review and update where necessary.
- Use and update Encore’s Qube property management software system.
- Order Land Registry documents via the on-line ordering system.
- Ensure all relevant paperwork is processed, scanned, tagged within Qube and filed as dictated by the Company.
- Assist with mail merging, letters and mass mailings to residents, tenants and lessees.
- Ensure the general office environment is maintained as directed by the by Operations Director and Legal Officer.
- Company Secretary duties including the filing of annual returns, company accounts and issuing of share certificates.
- Maintain Company Secretarial software (PCSec) and Company Secretary folders.
- Administration of the notices and consent for sub-letting as per the sub-letting process.
- Manage weekly commercial reports and letters routine to ensure that the Landlord is notified of important lease events, such as the approach of lease end and break clause dates.
- Update Qube at unit and tenant level when lease/lessee details change.
- Lease reviews for new Estates - the lease reviews are recorded at unit level for commercial properties. Each commercial lease needs to be reviewed.
- Complete and maintain the ‘summary’ page at unit level of each commercial property, this is to capture information such as the lease end date, break clause date etc. If this section is not complete, it will prevent us from running the commercial routines, and therefore notifying the Landlord of important lease events.
- Respond to landlord’s solicitor’s pre-sale enquiries and ensuring that the ‘management team’ is kept informed of the progress of any freehold sales. Check the position of any voids and any ongoing management plans. Check that Qube and sales packs are updated following completion.
- Train and develop new members of staff.
- Communicate with directors of freehold companies to obtain consent and the terms for lease extensions and feed this information back to the respective leaseholders. Instruct freehold company solicitors and surveyors where appropriate, and send Deeds for signature when required.
- Complete the relevant section of the handover inventory to assist with the handover of ceased estates. Ensure that the corresponding documents are provided to Operations in readiness for handover.
- Attend new site ‘set up’ meetings to understand and provide direction on how the property should be set up in Qube to comply with the lease/transfer. Ensure that the property is set up correctly in Qube, including company and director details and that a sales pack is created for the property.

**What can we offer you?**
- Perkbox rewards
- 23 days annual leave
- Holiday purchase scheme
- Long Service Holiday Award -3, 5 and 10 days additional holiday after the same number of years
- Financial qualification support and study leave
- Cycle to work scheme
- Eye tests and glasses for DSE users

**Job Type**: Permanent

**Salary**: £27,000.00 per year

Schedule:

- Monday to Friday

Work Location: Hybrid remote in Peterborough

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