Team Administrator

Job Title: Team Administrator

Group: Property

Location: Edinburgh

Hours: Monday to Friday 9.00am to 5.00pm

Type: Fully office based role

About the Business: 

Here at Pinsent Masons we bring together the best people to get the job done. We're naturally curious, constantly learning, listening, and growing. We'll truly value your ideas. You'll be joining an award-winning, hardworking and commercially minded team, where you'll have the opportunity to work with leading experts and form meaningful relationships, while making a difference. You'll get the opportunity to be involved in varied and challenging work. Working in an open and supportive environment, to deliver outstanding results. 

Purpose of the role: 

To provide proactive and professional support within the group.

Services to be delivered to the business in a manner which is consistent with the increasingly competitive environment in which the Firm operates.

This role is intended to embrace a team-working approach, collaborating with lawyers and other members of business operations to fulfil the needs of the business.  A Team Administrator - Deeds and Data Sites will, collectively, work with every member of the team to ensure that overall needs are met.

Support may be required to be provided to staff from more than one business unit, and numbers and content of the group may change from time to time to reflect the current structure of the firm.

Key Responsibilities: include but are not limited to the following:

Data Site Administration

• Process requests to add or remove internal and external users to data sites (also referred to as data rooms, extranets, SharePoint, or HighQ), ensuring correct access levels are assigned and documented.
• Complete forms and coordinate with the Products & Solutions team to create new data sites, including setting up required folders and ensuring all necessary information (client name, site name, users, etc.) is provided.
• Upload documents to the appropriate folders within data sites, following naming conventions and confirming completion with the instructing party. Ensure documents are organised according to property, tenancy, and other relevant categories.
• Locate and download documents from data sites as requested, using search functions and managing file/folder names to comply with system limitations (e.g., path length restrictions).
• Perform user audits to report on who has access to data sites, and manage restricted libraries or folders as needed, coordinating with Products & Solutions to ensure compliance and appropriate access controls.

Deeds Scheduling and Administration

• Receive, review, and process deeds scheduling requests using standardised forms and digital tracking systems (e.g., FileTrack). Ensure all required information is provided to avoid delays and maintain a clear audit trail for each transaction.
• Create, update, and manage schedules of deeds in accordance with firm procedures. Ensure all deeds are correctly listed, dated, and categorised (original, copy, certified copy) and that records are stored securely and are easily retrievable.
• Communicate regularly with fee earners, paralegals, and team administrators to confirm scheduling requirements, resolve discrepancies, and provide updates on the status of deeds packets. Collaborate to address missing documents and ensure all parties are informed of progress.
• Monitor deeds storage areas, coordinate the transfer of deeds to offsite archives when required, and ensure compliance with health and safety guidelines for physical storage. Maintain up-to-date records of deeds locations and facilitate retrievals as needed.
• Adhere to internal policies and legal requirements for deeds management, including scanning, uploading, and naming conventions for electronic records. Conduct periodic audits to verify accuracy and completeness of schedules, and implement improvements based on feedback and training

General Team Administration

• Assisting the Legal PAs and fee earners with all aspects of billing requirements (i.e. generate, amend and finalise bills, liaising with fee earners in relation to any specific requirements about their billing including the timing thereof). 
• Assisting with processing finance forms (CHAPS/TTs/BACS) and liaising with the relevant Finance Teams 
• Processing expenses as assigned.
• Providing general administrative duties as directed by the business.

Candidate Overview

We are looking for candidates who ideally hold the following skills and experience: 

• Administration experience in a busy environment is desirable 
• Previous work in a professional services business advantageous
• Strong organisational skills and abilities
• Attention to detail
• Time management and prioritisation ability
• Strong communication skills
• Willingness and enthusiasm to work with and support the group
• Good IT skills – knowledge of Microsoft Word, Excel and Outlook required

What can we offer you?

• Carers' leave (up to five paid days' leave towards caring responsibilities) 
• 25 days' annual leave entitlement and the opportunity to purchase or roll over 5 days.
• Contributory pension of up to 5%.
• Private healthcare policy 
• Death in service cover (4 x base salary).
• Eligibility to apply for an interest free season ticket loan, an interest free gym membership loan and/or an interest free rental deposit loan.
• Cycle to work scheme.

What happens next? 

Once your application has been submitted and reviewed, our Recruitment team will share the outcome with you by email. 

We typically hold two interview stages per vacancy providing the opportunity to meet two members of the hiring team at each stage. The first stage is typically conducted virtually and the second stage typically in person at the office in which the role would be based. However, we strive to remain flexible depending on the requirements of the role or the candidate. 

Our strength lies in our differences.

We are a Disability Confident and top Stonewall employer, a Valuable 500 member, a founding member of the Mindful Business Charter, signatory of the Race at Work Charter and a proud partner of Neurodiversity in Law. We encourage and value different ideas and styles of thinking. It's with different perspectives that we'll find solutions to our clients' most complex challenges. It's how we'll deliver outstanding results today, and tomorrow. We want everybody attending an interview to be comfortable and able to fully demonstrate their experience and talents. 

As an inclusive employer, we are willing to consider any flexible working requests.

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