Hybrid Legal Admin & Records Coordinator

Gowling WLG International Limited; United States; Hybrid; USD 45,000 - 60,000; Full time

Benefits offered by this job

Hybrid work model

Health insurance

Paid time off

Job summary

Gowling WLG International Limited seeks a Legal Administrator to join a collaborative team supporting transactional and administrative duties. You will work with the Operations Manager, Workflow Coordinator, and team to ensure smooth operations, timely delivery, and compliance with firm standards.

You will process post, manage case files, maintain calendars, assist with eFiling and archiving, and support financial tasks while maintaining strong client communications.

Qualifications

• Strong organisational and time management skills.
• Attention to detail and a commitment to accuracy.
• Clear verbal and written communication skills.
• Basic proficiency with case management systems and online portals.
• Effective teamwork and collaboration skills.
• Previous administrative or support role experience (preferred but not essential).
• Familiarity with document filing, eFiling, and archiving processes.
• Exposure to conducting searches and interacting with external organisations.

Responsibilities

• Process incoming and outgoing post, organising couriers and other postal services.
• Maintain team post trackers and ensure timely updates.
• File documents into case management systems accurately and efficiently.
• Assist with logging and organising materials under the guidance of the Workflow Coordinator.
• Support with inputting and maintaining key date diaries and case alerts.
• Open and organise files in the case management system, adhering to KPIs and deadlines.
• Support the scanning, copying, and eFiling of deeds, communications, and documents.
• Assist with the closure and archiving of files post-transaction.
• Assist with the location of documentation within individual teams.
• Execute conflict requests as delegated, ensuring results are properly documented and eFiled.
• Maintain compliance with firm policies by supporting the Coordinator in these processes.
• Carry out searches using platforms like Search Acumen, Avail, and the Land Registry portal under supervision.
• Communicate professionally with clients, agents, and third parties via email, phone, or other channels.
• Collaborate with team members to ensure clarity and effectiveness in all interactions.
• Log and track deeds received and dispatched under the direction of the Workflow Coordinator.
• Support financial requests, including matter closures and WIP transfers bank validations, receipts, transfers and any other finance related tasks ensuring accuracy and timeliness.
• Upload, download, and eFile documents via portals and data rooms, ensuring accuracy and efficiency.
• Working with other Transaction Processing Services team members to manage high-volume tasks.

Skills

Organisational skills

Time management

Attention to detail

Communication skills

Teamwork

Tools

Case management systems

Online portals

eFiling

Land Registry portal

Job description

Gowling WLG International Limited seeks a Legal Administrator to join a collaborative team supporting transactional and administrative duties. You will work with the Operations Manager, Workflow Coordinator, and team to ensure smooth operations, timely delivery, and compliance with firm standards.

You will process post, manage case files, maintain calendars, assist with eFiling and archiving, and support financial tasks while maintaining strong client communications.