Job Description
About De Pinna Notaries
De Pinna Notaries is a leading specialist Notarial practice with a history spanning 250 years. Located in the City of London and the West End, De Pinna has an enviable client portfolio comprising around a third of the FTSE 100, some of the largest multinational companies, and high net worth individuals.
The Role
This is an exciting opportunity to join our fast-paced firm as a Notarial Assistant to provide administrative and clerical support to a Partner and other fee earners as required. You will be working in a very busy legal (notarial) environment which will involve the management of notarial files: liaising directly with clients, assisting in the notarisation of legal documentations, ensuring the CRM system is updated and billing is actioned.
Key Responsibilities
1. Client interaction
o Provide excellent service to clients, both internal and external, in a timely and professional manner, presenting a positive image of the firm at all times.
o Effective administrative support through diary management, booking appointments, client liaison, responding to emails, dealing with post, photocopying, and preparing correspondence.
2. Notarisation of documents
o Assist in drafting, preparing and reviewing of documents for notarisation, legalisation and/or translation.
o Manage the maintenance and tracking of all files.
o Prepare AML documentation and obtain relevant documentation from clients in a timely manner.
o Check all files are accurate and completed within the agreed deadlines.
3. File management
o Ensure all information is entered accurately and promptly in the CRM system.
o Maintain accurate records of all notarised documents and files in the CRM system.
o Ensure data is only retained as per firm guidelines.
4. Financial Management
o Understand and follow billing arrangements.
o Support notaries in billing on a daily or weekly basis.
5. Practice Management
o Comply with the Firm’s Policies and Procedures and adhere to professional standards.
Experience Required
Essential
* Secretarial experience.
* Fully computer literate with good knowledge of various software packages e.g. MS Office.
* The right to work in the UK.
Desirable
* Practical experience of working in a legal office environment.
* Working knowledge of Spanish, Italian or French.
* Knowledge of Microsoft Dynamics 365.
Key Skills and Personal Attributes
* Ability to work under pressure and meet deadlines, completing high volumes of work on a daily basis.
* Self-motivated professional, able to organise own workload with minimum supervision.
* Ability to manage time and effectively prioritise assigned tasks.
* Strong verbal and written communication skills.
* Must have a keen eye, with very good attention to detail, accuracy and quality of work.
* The ability to build and maintain working relationships.
* Demonstrate high degree of integrity and confidentiality.
* Ability to work as a part of a team or independently in a proactive and responsible manner.
* Ability to take constructive feedback on board and a strong desire to learn.
* Excellent problem-solving skills and demonstrate sound judgement and good decision making when dealing with problems.
* Business acumen and commercial awareness.
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