Administrative Assistant

Department: Real Estate
Location: Guildford (4 days per week in the office)
Role: Administrative Assistant

The Role

The Administrative Assistant provides administrative and file management support across the team. Work may be assigned directly by fee earners or delegated through Practice Assistants. The role is responsible for establishing and maintaining effective service-based relationships with the teams they support, understanding their requirements and delivering a responsive and efficient service.

Key Responsibilities

Client Relationship Management

• Liaise with Practice Assistants (PAs) to support Client & Marketing activities, including scheduling tender meetings, directory interviews, client training sessions, and other business development initiatives.
• Support Practice Assistants with the entry, maintenance, and updating of Interaction records, including prospects, clients, contacts, activities, and business development information.
• Maintain an up-to-date understanding of client-specific protocols and processes and ensure these are incorporated into day-to-day working practices.

Administrative

• Manage files by updating and maintaining electronic and paper records, ensuring documents are accurately filed and named in accordance with firm-wide naming conventions and folder structures.
• Assist with file opening and closing processes, including setting up matters within the relevant document and case management systems and completing all file closure and archiving procedures in compliance with firm requirements.
• Support Practice Assistants in the organisation of internal and external events, seminars, and conferences, including managing delegate registrations, booking travel, preparing materials, and arranging promotional items.
• Manage the ordering of promotional merchandise and monitor stock levels.
• Arrange meeting rooms, taxi bookings, courier services, hand deliveries, and other ad hoc administrative requests.
• Print, copy, and scan documents, escalating high-volume requests to Document Solutions where appropriate.

Communication

• Liaise with team members regarding workload priorities and ensure deadlines are consistently achieved.
• Answer internal telephone calls on behalf of colleagues as required.
• Work closely with and take direction from Hub Leaders, Practice Assistants, and Legal Support Assistants.

Financial

• Assist with billing activities as required.
• Assist with expense processing and administration as required.

Processing

• Manage priorities and workload effectively, ensuring deadlines are met and escalating challenges to the Hub Leader or Legal Support Manager where necessary.
• Create and upload information to client data rooms in accordance with instructions provided by fee earners, Practice Assistants, and Legal Support Assistants.
• Assist with the production of court bundles, both electronic and paper-based, ensuring master bundles are prepared accurately in accordance with fee earner instructions, court requirements, and applicable procedures.
• Review and check client and internal data to ensure accuracy.
• Ensure compliance with firm-wide and departmental policies and procedures.
• Monitor post and emails as required, ensuring client-related correspondence is appropriately actioned and filed within the firm's document management systems.

Customer Service

• Attend team meetings as required.
• Liaise with fee earners, Hub Leaders, and Legal Support Managers to understand work requirements and priorities.
• Provide timely and appropriate updates to service users regarding task progress.
• Proactively offer assistance and support to colleagues whenever possible.

Essential Skills & Experience

• Strong communication skills with the ability to engage professionally with internal and external clients, delivering exceptional service at all times.
• Excellent organisational skills with the ability to manage multiple priorities in a fast-paced environment.
• Conscientious and accountable, taking ownership of work and maintaining high standards of quality.
• Positive, adaptable, and proactive approach to work.
• Excellent attention to detail and accuracy.
• Strong customer and client service orientation.
• Professional, flexible, and collaborative approach.
• Demonstrates a willingness to learn and develop over time.
• Strong team player who contributes positively to team objectives and is willing to take on new responsibilities and challenges.

Technical Skills

• Previous office-based administrative experience.
• Experience working with administrative processes and document management or case management systems.
• Intermediate proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.