Team Administrator

Pinsent Masons; Dubai; On-site; AED 100,000 - 145,000; Full time

Job summary

Pinsent Masons in Dubai is seeking a Team Administrator to provide proactive support to the Finance and Projects group. The role involves filing, document handling, travel coordination and billing support, working closely with lawyers and business operations.

The successful candidate will have strong organisational and IT skills, and prior experience in a busy professional environment is desirable. This on-site position offers a full-time schedule from 9am to 6pm, Monday to Friday.

Qualifications

• Administration experience in a busy environment is desirable.
• Previous work in a law firm advantageous.
• Strong IT skills with MS Word, Excel and Outlook.

Responsibilities

• Maintaining the filing system (paper and email) and archiving files.
• Assisting other members of the Practice Group with overflow work.
• Taking and relaying messages to lawyers and clients promptly.
• Updating lawyers' client contact databases.
• Preparing and submitting lawyers' expenses and following up on receipts.
• Liaising with IT, facilities and internal teams to ensure the office is safe and well maintained.
• Copying, faxing, printing or scanning documents and assembling large files.
• Producing contact sheets and updating Outlook address books.
• Handling disbursement and billing related tasks as required.

Job description

Job Description

Job Title: Team Administrator

Group: Finance and Projects

Location: Dubai

Hours of work: Monday to Friday 9am - 6pm

Purpose of the role:

To provide proactive and professional support within your allocated group/office.

Services to be delivered to the business in a manner which is consistent with the increasingly competitive environment in which the Firm operates.

This role is intended to embrace a team-working approach, collaborating with lawyers and other members of business operations to fulfil the needs of the business. A Team Administrator will, collectively, work with every member of the team to ensure that overall needs are met.

Support may be required to be provided to staff from more than one business unit and numbers and content of the group may change from time to time to reflect the current structure of the Firm

Key Responsibilities: include but are not limited to the following:-

Administration

Taking complete responsibility for:

• Maintaining the filing system (both paper and e-mail based). Ensuring that all files are kept up to date at all times. Setting-up and maintaining new filing systems. Printing-off matter related e-mails on request and ensuring paper copies are held on the appropriate file. Archiving and retrieving files and deeds from storage as required
• Assisting other members of the Practice Group with overflow work
• Taking and relaying messages (ensuring that lawyers and clients receive those messages promptly, particularly if they are out of the office)
• Updating lawyers' client contact databases
• Preparing and submitting lawyers' expenses, including chasing lawyers for receipts and mileage information following meetings and business trips and following up on authorisations
• Taking the initiative for liaison with IT support, facilities and other internal teams to ensure the office is kept safe and in good repair at all times
• Any copying, faxing, printing or scanning required by lawyers, including preparation of large files, bibles or bundles of documents (hard copy and electronic), including pagination and indexing
• Producing contact sheets or parties lists for each file, keeping these up to date and updating the relevant lawyer's Outlook address book
• Completing any necessary forms for Cashiers in relation to currency requests, cheque requests, transfer requests and receipts, ensuring that the necessary procedures are followed
• Arranging for any disbursements to be added to the billing system, ensuring that the necessary procedures are followed

Providing assistance to Legal PAs:

• In conjunction with Business Development preparing and sending out brochures to prospective clients and management of the interface with the Marketing Group including provision of contacts for seminars
• Arranging travel and accommodation for local, national and international travel (and ensuring that those arrangements comprise the most cost effective solution to meet the legal or client team's travel requirements)
• All aspects of lawyer's billing requirements (i.e. generate, amend and finalise bills, liaising with lawyers in relation to any specific requirements about their billing including the timing thereof). Dealing with routine queries concerning information on contract rates, time and disbursements
• Arranging meetings/appointments and lunches both internally and externally as needed. Liaising with reception to ensure all room bookings and hospitality requirements are in place
• Collating and preparing information for meetings, both internal and external. Producing and circulating agendas and itineraries, as appropriate

Client Service

• Answering incoming telephone calls in a professional manner
• Dealing with enquiries from internal and external callers
• Awareness at all times that you are the "face of the firm", i.e. the first port of call for potential new instructions
• Building a good knowledge of lawyers' clients and developing a rapport with members of the client team (forging and maintaining relationships with members of the client team)

Document Management

• Liaising with Exigent and Document Production as necessary to ensure work is booked in and returned to meet deadlines
• Assist with formatting documents into house style

Person Specification:

Qualifications & Experience

• Administration experience in a busy environment is desirable
• Previous work in a law firm advantageous

Professional/Technical Skills

• Excellent organisational, communication and administrative skills
• Meticulous eye for detail and accuracy
• Good IT skills – knowledge of Microsoft Word, Excel and Outlook required

Skills/Abilities/Aptitudes

• Excellent interpersonal skills
• Maintains confidentiality at all times
• Excellent project and time management skills
• Exhibits approach and behaviours consistent with firm values of 'approachable', 'bold' and 'connected'
• Willingness and enthusiasm to work with and support the group