Job Description
Job title: Property Client Support Team (New Matters)
Department: Property
Main Job Purpose: To provide a total support service to the fee earners in the property department to enable them to operate at optimum efficiency, including but not limited to the main responsibilities given below. A high degree of self-management and initiative is expected.
Duties and Responsibilities
1. Onboarding, Post Completion and Closure of Files
2. Encourage and maintain a positive impression of our firm in all interactions with clients and new enquiries. Consider what information colleagues working on the same matter will need and label and organise all screens and entries in the matter history for easy access.
3. Administer the opening of client and matter files per the detailed procedures contained within the Office Procedures Manual and Guidance Manuals.
4. Administer the closing of client matter files per the detailed procedures contained within the Office Procedures Manual, including checking the accounts ledger and informing the fee-earner of any credit or debit.
5. Administer filing systems which will include updating and monitoring the fields on each computerised file.
6. Manage initial client AML procedures and complete the relevant parts of the Matter Risk Assessment on every newly opened file.
7. Carry out duties set by the fee earner in a professional and friendly manner in keeping with the Practice’s standards for service.
8. Deal with administrative property-related tasks such as registrations, requisitions, and making initial contact with third parties (e.g., estate agents, solicitors).
9. Update and maintain records on external portals such as LMS, Lender Exchange, HTB portal, and any other portals in place now or in the future.
10. Attend to clients on the telephone and provide communication in a professional and friendly manner in keeping with the Practice’s standards for client care and service.
11. Carry out all duties within a timely manner and adhere to any time restraints given, where practicable.
12. Adhere to the requirements of the CQS Standards and accreditation.
13. Undertake any specific training when required, keeping to the timescale given and taking responsibility for own self-development.
14. Ensure the confidentiality of all Practice and client documentation and information.
15. Be flexible and assume new responsibilities as required.
16. Promote the Practice when and where necessary.
17. Maintain professional standards at all times.
18. Provide support to other members of the Property Client Support Teams as required.
19. Guide junior members of the team.
20. Follow any procedures set by the Team Leader.
21. Carry out any other duties and responsibilities that may be required by the Team Leaders, Directors, Head of Department, or Chief Operating Officer.
Learning and Development
1. Take responsibility for all your own learning and development requirements.
2. Complete all required training within designated timescales.
3. Comply with relevant training requirements in conjunction with the Firm.
Business Development
1. Be active in promoting the services of the Practice and its image and ethos.
2. Carry out any other duties and responsibilities that may be required by the Directors, Chief Operating Officer, Head of Department, and Fee earners.
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