Highly Skilled Business Support Specialist

2 weeks ago

Birmingham, Birmingham, United Kingdom Mills & Reeve Full time

About the Role:

Mills & Reeve is seeking an experienced and organized Business Support Specialist to join their team. This role involves providing exceptional support to lawyers, managing multiple tasks, and ensuring seamless day-to-day operations.

Responsibilities:

  • Manage and attend team and project meetings, taking minutes where required, preparing meeting arrangements including booking travel, rooms, catering, accommodation, desks, equipment, and updating internal business development calendars.
  • Plan, arrange, and attend events, liaising with business support teams and updating attendee lists or reports.
  • Engage in networking to build relationships and raise the business profile, using external media platforms such as LinkedIn.
  • Manage email bounce backs, processing feedback forms, and logging referrals and activities.
  • SUPPORT LAWYERS WITH LEGAL DIRECTORY SUBMISSIONS AND UPDATING LAWYER BIOGRAPHY/CVS AND SECTOR PAGES.
  • Assist with updates and newsletters to clients, including adding to mailing lists.
  • Deliver outstanding client service by looking for improvements, speaking up, and taking responsibility.
  • Receive verbal and written instructions and see them through to conclusion.
  • Work proactively and use own initiative to progress tasks.
  • Undertake client/matter creation and updating tasks, alerts, reserves, estimating tools, and ensuring these are kept up to date and accurate throughout matter life.
  • Ensure compliance process is followed, including carrying out conflict checks and liaising with Central Inception team and clients for ID.
  • Run client financial reports.
  • Use our digital technology to update and manage in-house data systems such as Collaborate, Volume Control, and Dialogue.
  • Participate in the running of helplines, websites, phone calls, and logging referrals, which may include liaising with clients, counsel, and other professionals.
  • Be a point of contact to assist with client and matter contact queries.
  • Initial drafting of correspondence and legal documents.
  • Coordinate file reviews.
  • Coordinate diary appointments ensuring papers, itineraries, and all other arrangements are in place.
  • Add key dates and reminders to diaries and matter files.
  • Hold regular financial housekeeping meetings with lawyers, printing billing guides, and preparing breakdown of costs and liaising with the finance team.
  • Raise draft proformas.
  • Help prepare and despatch client invoices with covering correspondence.
  • Liaise with counsel and experts regarding fee notes and outstanding bills.
  • Deal with general day-to-day client and finance queries.
  • Prepare finance forms including generating purchase orders.
  • Update internal reporting systems.
  • Manage standard annual rate review letters and terms of business.
  • Complete timesheet input for sickness/holidays/own time where appropriate.
  • Manage lawyer/business support expense claims.
  • Prioritise tasks effectively, including managing emails, monitoring inboxes, meeting deadlines, progressing instructions, providing regular updates, and managing expectations.
  • Communicate effectively with lawyers and internal support teams, such as Business Support, Administrative Assistants, and Document Production teams in order to meet required deadlines.
  • Provide clear instructions and review in order for high-quality work to be completed.
  • Manage and update specific client spreadsheets.
  • Manage multiple lawyers and delegate where appropriate using the support teams available.

About Us:

Mills & Reeve is a leading law firm that provides high-quality services to its clients. The company has a strong commitment to excellence and is dedicated to delivering exceptional results.

Requirements:

We are looking for a highly skilled and organized individual with excellent communication and problem-solving skills. The ideal candidate will have experience in business support and a proven track record of providing exceptional customer service.

The estimated salary for this role is $55,000 - $65,000 per annum, depending on experience.

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