Administrative Assistant (Real Estate) - Leeds

DAC Beachcroft Dublin; West Yorkshire; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading law firm in Leeds is seeking an Administrative Support professional to provide essential file management and client relationship tasks. The role includes managing documentation, assisting in billing, and ensuring compliance with the firm's policies. Strong communication and organisational skills are essential for success in this fast-paced environment.

Qualifications

• Experience working with document management or case management systems.
• Ability to manage workloads and deadlines in a fast-paced environment.
• Conscientiousness and personal responsibility.

Responsibilities

• Provide administrative and file management support to the legal team.
• Ensure compliance with firm-wide policies and procedures.
• Assist with billing and finance administration as required.

Skills

Relevant office-based administration experience

Intermediate knowledge of Microsoft Office

Effective communication skills

Good organisational skills

Attention to detail

Job description

Department:

Real Estate - Professional Support Hub

Employment Type:

Permanent

Location:

Leeds

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). The role is accountable for establishing and maintaining an ongoing service-based relationship with the team they support, recognising and translating the needs and expectations into a responsive service.

Key Responsibilities

Client Relationship Management

Taking instruction to undertake admin tasks relating to client relationship management.
Responsible for ensuring current knowledge of client-specific protocols and processes, and building these into current practices.
Assisting the lawyers, HL/PA/LSA as directed in the organisation of internal and external events, seminars, and conferences, responsible for arranging registers of delegates; booking travel; printing/sending materials.

Administrative

File management – updating and maintaining all files, ensuring documents are filed correctly and named in line with the business-wide naming convention and the correct folder structures are adopted (both electronic and paper).
File opening and closing – matters are set up on the relevant document/case management system.
Undertake all file closing/archiving procedures ensuring compliance at all times.
Make room and taxi bookings as requested, organising hand deliveries and courier requests, and other adhoc requests.
Printing/copying/scanning of documents flowing to Office Services for support with high volume jobs, as appropriate.
Sending large electronic documents via ShareFile.
Submitting documents for signature by clients via DocuSign.
Dealing with incoming post - scanning, saving to the file, and circulating to the relevant fee earners.
Updating of Workflow Tracking Schedules.
Collating and indexing legal documentation, deeds scheduling, and deeds management.
Typing of standard letters i.e., payment of invoices, acceptance of events.
Uploading documents to PDF docs and editing documents using the same.
Communication
Liaising with fellow team members on workloads and ensuring deadlines are consistently met.
Answering internal calls for other members of the team.
Liaising with and taking direction from your HL, PA, LSA, and lawyers.
Financial
Assisting with billing as required.
Dealing with matter-related finance administration to include BACs, TTs, etc.
Assisting with expenses as required.
Processing
Managing priorities and workloads to ensure deadlines are met. Liaising with HL where challenges arise.
Creating and uploading information to client data rooms, in line with instructions from lawyer, HL, PA, or LSA.
Producing court bundles, both paper and electronic copies, ensuring the master bundle is correctly prepared in line with lawyer instructions and court rules, and instructions provided to Office Services to complete printing/copying of master bundles; suitable delivery methods pre-booked as needed.
Checking client and internal data for accuracy.
Ensuring compliance with firm-wide/department policies and procedures.
Checking post and/or emails and dealing with as appropriate, ensuring all client-related correspondence is appropriately filed in the firm’s document management systems.
Online applications e.g., Companies House, Land Registry, Searchflow, forms.
Undertaking searches and completion of requisite forms and submissions.
Customer Service
Attending team meetings.
Liaising with lawyers and HL to take instruction and liaise on work requirements.
Updating service users on progress where appropriate.
Offering assistance wherever possible.

Firm Wide

Understanding DAC Beachcroft as an international firm. Operating as one team/brand.
Actively operating in the best interests of the firm internally and externally.
Managing risk and compliance issues including data security.
Managing and mitigating commercial risk in partnership with others.

Skills, Knowledge, and Expertise

Relevant office-based administration experience.
Aptitude for administration management and processes, with experience working with document management/case management systems.
Intermediate knowledge of Microsoft Office.
Effective communication skills with internal and external clients.
Good organisational skills and time management within a fast-paced environment.
Conscientiousness and personal responsibility.
Positive attitude and adaptability.
Attention to detail.
Customer/client service focus.
Proactive, professional, and flexible.
Willingness to learn and develop.
Team player with a collaborative approach.