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Client:
Williams Lea Limited
Location:
Job Category:
Other
EU work permit required:
Yes
Job Reference:
bf047b4c09cd
Job Views:
4
Posted:
16.02.2025
Expiry Date:
02.04.2025
Job Description:
Office Administrator
Salary: Will be discussed at interview stage
Contract: Full Time, Permanent
Shifts: 36.25 hours per week, Monday – Friday, 9am until 5:30pm with 1 hour and 15 minute unpaid break
Work model: Fully onsite
Williams Lea seeks an Office Administrator to join our team!
Williams Lea is the leading global provider of skilled, technology-enabled, business-critical support services, with long-term trusted relationships with blue-chip clients across investment banks, law firms, and professional services firms.
Purpose of role
The Office Administrator’s principal role is to provide the fee earners with the administrative support they need to provide seamless legal services to their customers and help them to maximize the amount of time they can spend on fee earning tasks. They will predominantly support the EA team in delivering a high-quality service. The support provided needs to be efficient and of a high standard. The individual is expected to work as part of a strong team, have a high attention to detail, and maintain a high level of confidentiality and professionalism.
The Office Administrator will be responsible for completing defined legal administrative tasks while adhering to all client processes, protocols, and policies.
Key responsibilities
* Provide efficient and reliable administrative support, including document scanning, preparation of bundles, photocopying, printing, filing, and other general administrative tasks.
* Liaise directly with fee earners to discuss support requirements, where necessary.
* Ensure all new matter instructions are set up on the systems promptly and accurately.
* Monitor and respond to emails in a professional and timely manner.
* Take telephone calls on behalf of the team, independently resolving as many enquiries as possible and escalating where necessary.
* Telephon clients or third parties to confirm bank details.
* Support Executive Assistants accordingly with new enquiry activities.
* Ensure all critical activities are progressed within required timelines.
* Quality check returned document production output ensuring accuracy and high quality.
* Liaise with Executive Assistants and finance regarding write-offs for WIP/disbursements, credit notes, billing, and invoicing activities in a timely manner.
* Assist fee earners in the billing and credit control process – generating accurate billing reports, draft bills, and accompanying letters in a timely manner.
* Assist fee earners with finance tasks – requesting cheques, CHAPS/BACS payments, bank transfers, and paying in money received, as appropriate.
* Support with file closure activities as requested and sending items to storage.
* Draft standard and templated cover letters where required.
* Support with the collection of aged debt in line with lettering process, as and when required.
* Process the incoming post daily in a timely manner, quality checking scans against hard copies and filing appropriately.
* Handle original documents such as wills and deeds, including scheduling of deeds.
* Deliver an exceptional electronic and hard copy file management service, ensuring maintenance of accurate filing systems for electronic and hard copies.
* Manage outgoing mail tasks, printing and collating hard copy enclosures and obtaining approval where required.
* Prepare engrossed and certified copies of original documents.
* Prepare electronic bundles including the use of bookmarks and hyperlinks where required.
* Support the Executive Assistants and fee earners in completion of file reviews in line with firm timelines and requirements.
* Take meeting notes where required.
* Where relevant, use third party systems, portals, or websites to undertake department specific tasks.
* Liaise with internal departments including finance and compliance, where required.
* Prioritize the workload effectively by deadline, importance, and time sensitivity.
* Actively participate in all relevant training.
* Demonstrate flexibility with working practices/processes in line with the business need.
* Support the wider business where required and necessary.
* Ensure that personal and team working areas are always kept tidy and professional.
* Attend both team and firm-wide meetings and trainings where scheduled.
Personal attributes
* Previous experience in an administration or a similar role.
* Flexible and dependable, able to take initiative.
* Able to remain calm under pressure and work to tight deadlines and defined SOPs.
* Conscientious, approachable, and enthusiastic.
* Able to quickly build confidence, respect, and trust with others.
* Have a positive approach to daily tasks and a solution-focused working method.
* Adaptable to change.
* Team player.
* Excellent interpersonal skills.
* Solutions focused.
* High level of confidentiality and integrity.
* Exceptional attention to detail.
Rewards and Benefits
We believe in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including but not limited to:
* Free on-site car park and café.
* 25 days holiday, plus bank holidays (pro-rata for part-time roles).
* Salary sacrifice schemes, retail vouchers – including our TechScheme.
* Life Assurance.
* Private Medical Insurance.
* Health Assessments.
* Discounted gym memberships.
* Referral Scheme.
You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging, and rewarding career with future career development prospects!
Equality and Diversity
The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness, and transparency.
If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview please contact us at (we do not accept applications to this email address).
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