Administrative Assistant (Real Estate) - Glasgow

AXA UK; Glasgow; On-site; GBP 25,000 - 30,000; Full time

Job summary

A leading insurance company in Glasgow is seeking an Administrative Assistant to provide essential support within the Real Estate team. The ideal candidate will have relevant experience in administration, strong organisational skills, and proficiency in Microsoft Office. Responsibilities include file management, assisting lawyers, and customer service tasks. This is a permanent role offering a collaborative team environment.

Qualifications

• Experience with document and case management systems is essential.
• Must have strong attention to detail and quality.
• Must be proactive, flexible, and willing to learn.

Responsibilities

• Provide administrative support across the Real Estate team.
• Manage file updates and ensure proper document archiving.
• Assist with client relationship management tasks.

Skills

Relevant office-based administration experience

Intermediate proficiency in Microsoft Office

Professional communication skills

Strong organisational skills

Customer/client service orientation

Job description

Administrative Assistant (Real Estate) - Glasgow

Department: Real Estate - Professional Support Hub

Employment Type: Permanent

Location: Glasgow

Description

The role provides administrative and file management support across the team. Work will come either directly from the lawyer or through the work allocated by the Hub Leader (HL)/Practice Assistants (PA)/Legal Support Assistants (LSA)/Secretarial Team Leader (STL) or Secretaries. The role is accountable for establishing and maintaining an ongoing service-based relationship with the team they support, recognising and translating needs and expectations into a responsive service.

Key Responsibilities

• Taking instruction to undertake admin tasks relating to client relationship management.
• Ensuring current knowledge of client-specific protocols and processes, and integrating these into current practices.
• Assisting lawyers, HL/STL/PA/LSA/Secretaries with organising internal and external events, seminars, and conferences, including arranging registers of delegates, booking travel, and managing materials.
• Administrative
• File management – updating and maintaining all files, ensuring documents are correctly filed and named according to business conventions, both electronically and physically.
• File opening and closing – setting up matters on relevant document/case management systems and ensuring proper archiving procedures.
• Making room and taxi bookings, organising hand deliveries and courier requests, and supporting high-volume printing or copying jobs through Office Services.
• Sending large electronic documents via OneDrive.
• Submitting documents for signature via DocuSign.
• Managing incoming post, downloading from digital mail, saving to files, and updating tracking schedules.
• Typing standard letters, such as invoices and event acceptances.
• Uploading and editing documents in PDF format.
• Collating and indexing legal documentation.
• Real Estate Team only: Deeds scheduling and management.

Communication

• Liaising with team members on workloads and deadlines.
• Answering internal calls and taking direction from HL/STL, PA, LSA, and lawyers.

Financial

• Assisting with billing and matter-related financial administration, including BACs, TTs, and expenses.

Processing

• Managing priorities to meet deadlines, liaising with HL/STL when challenges arise.
• Verifying client and internal data accuracy.
• Ensuring compliance with firm policies and procedures.
• Handling client correspondence and document management, including court bundle production and delivery.
• Real Estate Team only: Creating and uploading information to client data rooms, undertaking searches, and completing forms and submissions.

Customer Service

• Attending team meetings and liaising with lawyers and HL/STL for work instructions.
• Providing updates on progress and offering assistance proactively.

Firm-wide

• Understanding the firm's international structure and operating as a unified team.
• Managing risk, compliance, and data security effectively.
• Collaborating to mitigate commercial risks.

Skills, Knowledge, and Expertise

• Relevant office-based administration experience.
• Experience with document and case management systems.
• Intermediate proficiency in Microsoft Office.
• Professional communication skills for liaising with clients and team members.
• Strong organisational skills and effective time management.
• Conscientious with a focus on quality and detail.
• Positive attitude, adaptable to change.
• Customer/client service orientation.
• Proactive, flexible, and eager to learn and develop.
• Excellent team player with a collaborative approach.