Role Title: Team Administrator – Real Estate
Location: London
Reports to: Secretarial Manager
Job Type: Full-time, Permanent
Overview of Role:
1. Provide effective and high-quality administrative support through delegation from the Secretarial Co-ordinator, Secretaries, and fee-earners that appropriately meets the requirements of the team.
2. Support the team/office with regular and ad hoc administrative tasks and other secretarial tasks.
The Role & Team
What Will You Do:
1. Diary and Contact Management
* Arrange the booking of:
* Conference rooms
* Video conference facilities
* Taxis
* Refreshments
* Restaurants
* Liaise with meeting attendees, both internal and external.
* Organize travel arrangements including:
* Booking and confirmation of reservations
* Flights
* Hotels
* Car transfers
* Ordering currency
* Expense claims
* Producing detailed itineraries.
1. Preparation of Key Documents and Correspondence
* Assist with simple typing tasks including:
* Digital dictation
* Copy typing
* Handwritten amendments.
* Use the firm’s house style and proofread all work to ensure accuracy and consistency.
* Assist in preparing:
* Agendas
* Presentations
* Meeting papers
* Regularly update fee earners’ CVs and coordinate CV sourcing for pitches.
1. Project/Matter Support
* Assist Secretarial Co-ordinator, Secretaries, and Paralegals with internal project or matter-related ad-hoc duties.
* Duties may include:
* Uploading files to deal rooms and SharePoint
* Printing, filing, and archiving
* Couriering files and bundles
* Supporting ad-hoc administrative tasks.
1. Administrative Tasks
* Perform day-to-day administrative tasks such as:
* Photocopying
* Scanning
* Delegating tasks when necessary.
* Manage new client matter opening and related tasks.
* Organize document management, including closing files and archiving.
* Handle travel invoices and expense claims.
* Submit invoices for payment and monitor progress.
* Prepare WIP reports and assist with time recording.
* Support fee-earners with maintenance of InterAction.
* Assist with event management and routine administrative tasks.
What We’re Looking For
Education / Qualifications / Experience:
* Some office experience desirable, although training will be provided.
General Skills:
* Client service orientated approach
* Proven working understanding of teamwork
* Problem-solving skills
* Strong computer skills, specifically in relation to MS Office
* Good communication skills
* Strong spelling and grammar
* Self-management and excellent organizational skills
* Accountability and professionalism
* Attention to detail and discretion with confidential information
* Ability to work effectively as part of a diverse and inclusive team
* Ability to touch type quickly and accurately
* Creative and forward-thinking approach to tasks
Other Requirements:
* Flexibility with working hours
* Awareness of and adherence to the firm’s policies and values