Support Administrator - Real Estate

Parkinson's UK; Manchester; Hybrid; GBP 30,000 - 50,000; Full time

Job summary

An established industry player is seeking a skilled Legal Secretary/PA to join their dynamic Real Estate team. This role involves managing diaries, coordinating client communications, and ensuring high-quality document production. The firm prides itself on its inclusive and supportive environment, offering a comprehensive benefits package and opportunities for professional development. With a modern office space and a commitment to diversity, this is a fantastic opportunity for someone looking to advance their career while contributing to impactful projects in the legal sector. If you are organized, proactive, and passionate about supporting legal professionals, this role is perfect for you.

Benefits

Private Medical Insurance

Health Cash Plan

Dental Insurance

Life Assurance

Critical Illness Insurance

Matched Pension Contributions

Holiday Trading

Training and Development Support

Social & Community Engagement Activities

Modern Office Space

Qualifications

• Experienced Legal Secretary/PA within a real estate department is essential.
• Must possess excellent diary management and organization skills.
• Professional telephone manner and ability to record messages accurately.

Responsibilities

• Manage diary and appointments for fee earners effectively.
• Coordinate financial requirements and billing for partners.
• Liaise with clients and handle legal documentation.

Skills

Diary Management

Organization Skills

Client Communication

Document Management

Typing Speed (65 wpm)

Team Collaboration

Education

Experience as a Legal Secretary/PA

Tools

iManage Work

Evergreen

InterAction

Job description

This is a Permanent , Full Time vacancy that will close in 3 months at 23:59 BST .

The Vacancy

This role sits in our Real Estate team, which encompasses environment, project planning, real estate finance and real estate litigation. The team advise on every stage of the life cycle of property, with areas of expertise including construction, development, energy and infrastructure, hotel and leisure, investment, landlord and tenant matters, planning, environment and compulsory purchase, property litigation, real estate finance and real estate tax.

Responsibilities

• Diary management responsibilities including making appointments, organising meetings, and ensuring the smooth running of such meetings including ordering refreshments etc. as appropriate.
• File management responsibilities. Opening and closing files including ensuring electronic filing systems are maintained accurately and up to date. Undertake e-mail management (manage inbox and file e-mails), ensuring that urgent emails are promptly picked up by fee earners, or forwarded to another fee earner in their absence.
• Proactive client liaison including take messages, pass on information and deal with simple queries.
• Work collaboratively with other secretarial support to provide a responsive and professional secretarial support service to fee earners and clients including supporting additional fee earners during PA holidays and sickness.
• Management and co-ordination of the Partners’ billing and financial requirements including producing WIP and aged debt reports.
• Dealing with legal documentation and correspondence to a high standard.
• Manage the production of all documents (even those not typed personally) from initiation to delivery back to the relevant fee earner, involving Document Specialists as required.
• Organising conference calls on behalf of the fee earners in a timely fashion.
• Prepare client registration documents, engagement/assignment letters, conflict checks, money laundering and audit Letters, with direction from partner/fee earner.
• Maintain CRM by updating InterAction and maintaining fee earner contact list.
• Support Marketing and Business Development administration e.g. prepare alerters, presentations, contact sheets etc; organising events, booking venues, managing invite lists and co-ordinating event logistics
• Use the InterAction platform to log Fee Earner BD activity and report as may be required
• Co-ordinating travel and producing travel packs if requested.
• Ordering searches and managing their delivery using TM Group and Land Registry Portal
• Any additional ad hoc tasks as required.
• Generally – must be flexible and willing to work outside of office hours where client transactions require that.

Experience and Knowledge

• Experienced Legal Secretary/PA within a real estate department is essential for this role.
• Must possess excellent diary management, organisation and prioritisation skills.
• Must be able to communicate effectively and build good relationships with clients and staff within the firm.
• Must work well as part of a team.
• Must be a competent, fast and accurate typist.
• Must be competent at producing legal documents to a high standard.
• Professional telephone manner and the ability to accurately record and pass on messages.
• Sound technical skills in the following areas:
• Proven document or case management skills (Fieldfisher use iManage Work).
• Proven experience of using a legal computerised finance system (Fieldfisher use Evergreen).
• Proven experience of using a Client Relationship Management system (Fieldfisher use InterAction).
• Minimum typing speed of 65 wpm with a good level of accuracy

What We Offer:

• Inclusive & Supportive Environment: We’re a firm with real entrepreneurial drive and we don’t believe in squashing people’s individuality. Our hybrid working model and open plan workspaces encourage a sense of camaraderie.
  Comprehensive and Flexible Benefits Package: Our offering includes private medical insurance, health cash plan, dental insurance, life assurance, critical illness insurance, matched pension contributions up to 7%, holiday trading, plus many more. Visit: Reward & Benefits ¦ Fieldfisher for further information.
• Modern Office Space: Based on the 17th floor in No.1 Spinningfields, with views of the entire City.
• Training and Development: We’ll give you bespoke support to develop your career with our people development and IT training teams.
• Social & Community Engagement: Participate in clubs, networks, inclusive events, and charity initiatives.

Inclusion at Fieldfisher:

At Fieldfisher, led by the social model of disability, we are working towards removing accessibility barriers and maximising disability and neurodiversity inclusion in our recruitment processes.

Should you have any accessibility requirements, please contact a member of Fieldfisher's recruitment team, who will work with you to implement suitable adjustments at any stage of the recruitment process. All conversations are treated in the strictest of confidence, and we would appreciate your feedback to ensure we can provide an accessible and enjoyable recruitment process.

• An online application form (completed by clicking the apply now button) and CV submission.
• 20–30-minute introductory call with one of our experienced recruiters.
• The interview process varies depending on the role you apply for. However, your recruitment contact will always let you know what to expect from the process, so nothing should come as a surprise.
• For hybrid opportunities, candidates will be invited to visit our offices and meet the team face-to-face.
• Our average process takes around 2-3 weeks, but we will always work around your availability. You will have the chance to speak to our recruitment team at various points during your process, but if you have any specific questions before this please contact us [e-mail] .

Please note that we recruit on a rolling basis, meaning that your application will most likely be reviewed before the application deadline. We will continue to accept applications until we have successfully filled the role.

The Firm

Fieldfisher is Times Top 20 Law Firm, a highly commended firm in the European Financial Times Innovative Lawyers rankings and is repeatedly nominated for awards in areas including dispute resolution, M&A and IP. Many of our lawyers are recognised by legal directories as leading professionals in their areas of specialism and we are top two-ranked in a number of our key practice areas.

Our network spans over 1,800 people across 26 international offices in 12 countries.

We operate across our offices in Amsterdam, Barcelona, Beijing, Belfast (2), Berlin, Birmingham, Bologna, Brussels, Dublin, Düsseldorf, Frankfurt, Guangzhou, Hamburg, London, Luxembourg, Madrid, Manchester, Milan, Munich, Paris, Rome, Shanghai, Turin, Venice, Vienna and Silicon Valley.

Fieldfisher aims to ensure equality of opportunity and we are actively working towards improving the diversity of our staff. All applications will only be considered on merit and the applicant's suitability to meet the requirements of the role.