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Client:
Location:
London, United Kingdom
Job Category:
-
EU work permit required:
Yes
Job Reference:
36315ce8106d
Job Views:
82
Posted:
18.02.2025
Expiry Date:
04.04.2025
Job Description:
Key Responsibilities
Client Relationship Management
* Manage the production of documents and check returned work produced by the Document Production team/speech recognition for accuracy/formatting before it is passed to the relevant lawyer.
* Taking and making client related calls, dealing with and handling message taking as appropriate.
* Manage Interaction and ensure new prospects, clients and contacts, activities and business development information are added.
* Responsible for keeping up to date with client specific protocols and processes, implementing, providing guidance and training to others where necessary and ongoing monitoring.
Administrative
* Responsible for files to be opened and closed and supervise general filing requirements and record keeping and production of engagement letters ensuring compliant at all times.
* Monitor and manage key dates for clients and ensure compliance procedures are up to date on all files and matters.
* Support fee earners in business development activities including the involvement in preparation of pitches and presentations, scheduling meetings e.g. tenders, directories, internal clients.
* Manage diaries, ensuring they are up-to date, anticipating requirements e.g. associated travel/accommodation bookings, meeting rooms, drafting itineraries, preparing agendas, preparing and circulating papers.
* Produce and maintain Excel spreadsheets as required.
* First point of contact for the team, dealing with queries and acting on initiative to provide exceptional client service, promoting and developing ownership within the teams.
* Arrange for the preparation and collation of internal sector newsletters and briefings.
* Receiving instructions via digital dictation for tasks and acting upon the same.
Communication
* Key point of contact for fee earners and clients to maintain relationships and ensure a high level of support is always provided by the team.
* Liaising with and providing support to their immediate colleagues in the department, and where practical, other legal and support departments as requested by the Hub Leader.
* Answering phone calls for other members of the team when they are away from their desk and participating in a lunch time telephone rota within the Practice Assistant team.
* Minute taking, following up designated actions to ensure completion ahead of the next meeting.
* Liaising with and taking direction from your Legal Support Manager.
* Liaise with the Legal Support Manager over any planned absences, arranging cover as necessary and communicating this to the relevant fee earners.
* Assisting fee earners with billing related tasks.
* Reviewing and updating time allocation and disbursements ensuring appropriate matter allocation.
* Request cheques, bank transfers, and paying in money received, as appropriate.
* Supporting the co-ordination of the WIP process.
* Dealing with matter related finance administration to include APRs, BACs, TTs.
* Processing expenses.
Processing
* Responsible for managing priorities and workloads to ensure deadlines are met. Liaising with Hub Leader/Legal Support Managers where challenges arise.
* Responsible for managing the creation and maintenance of data rooms and client information in accordance with case milestone.
* Responsible for ensuring client and matter data is maintained and updated within appropriate systems, raising requests with the BAU team as appropriate.
* Online applications e.g. Companies House, Land Registry, Searchflow, CRU forms.
* Undertaking searches and completion of requisite forms and submission.
* Ensuring compliance with firm wide/department policies and procedures.
Customer Service
* Arranging and attending team meetings.
* Liaising with fee earners, Hub Leader and Legal Support Managers to take instruction and liaise on work requirements.
* Consistently and appropriately update service users on progress where appropriate.
* Regularly offer assistance wherever possible.
* Advanced knowledge of document management/case management systems.
* An effective communicator with an excellent customer and client service approach; striving to provide exceptional service at all times.
* Proven experience of managing client facing tasks and priorities, with a hands-on, practical approach.
* Effective at investigating issues and seeing a problem through to conclusion.
* Conscientious, taking personal responsibility for own work and accountability for its delivery and quality.
* Excellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges.
* Positive can-do attitude with the ability to adapt to change.
* Confidential and discreet but able to redirect information when appropriate to ensure areas of concern are resolved effectively.
* Well organised and methodical with excellent attention to detail, ensuring accuracy in all client communications and deliverables.
Technical Skills
* Experience of working in a legal or professional services environment.
* An aptitude for managing multiple priorities, producing documents and client communications of the highest standard.
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