Administrative Assistant (Real Estate) - London

DAC Beachcroft LLP

1mo ago

Job
Full-time
Junior, Mid & Senior Level
Legal
People, HR & Administration
London

AI generated summary

You need office admin experience, Microsoft Office skills, effective communication, strong organization, attention to detail, a positive attitude, and a proactive, team-oriented approach.
You will manage client files, assist with events, handle document processing, ensure compliance, coordinate travel, and support lawyers with administrative tasks and communications.

Requirements

Relevant office-based administration experience is highly desirable
An aptitude for administration management and processes, with experience of working with document management/case management systems is highly desirable
Intermediate knowledge of Microsoft Office is essential
Effective communication skills are essential, as you'll need to have the ability to liaise with internal and external clients in a professional manner; striving to provide exceptional service at all times
Good organisational skills and ability to manage own time effectively within a fast-paced environment is essential
Conscientious, taking personal responsibility for own work and accountability for its delivery and quality
Positive can-do attitude with the ability to adapt to change
Excellent attention to detail
Customer/client service focused
Proactive, professional and flexible approach to work
Keen to develop over a period of time with a willingness and ability to learn
Excellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges

Responsibilities

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
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 compliant 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
Liaising with fellow team members on workloads and ensure 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
Assisting with billing as required
Dealing with matter related finance administration to include BACs, TTs etc.
Assisting with expenses as required
Responsible for managing priorities and workloads to ensure deadlines are met. Liaising with HL where challenges arise
Responsible for creating and uploading information to client data rooms, in line with instructions from lawyer, HL PA or LSA
Production of 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
Responsible for checking post and/or emails and dealing with as appropriate ensuring all client related correspondence is appropriately filed in firm’s document management systems
Online applications e.g. Companies House, Land Registry, Searchflow, forms
Undertaking searches and completion of requisite forms and submissions
Attending team meetings
Liaising with lawyers and HL to take instruction and liaise on work requirements
Consistently and appropriately update service users on progress where appropriate
Regularly offer assistance wherever possible

FAQs

What type of contract is offered for this Administrative Assistant position?

This is a full-time, permanent position.

Where is the Administrative Assistant role based?

The role is based in the London office.

How many days a week is attendance required at the office?

Attendance is required in the office 5 days per week.

What prior experience is required for this role?

Relevant office-based administrative experience is highly desirable.

What are the main responsibilities of the Administrative Assistant?

The main responsibilities include providing administrative and file management support, managing client relationships, handling financial administration, and supporting lawyers with various tasks.

Is there a requirement for knowledge of specific software?

Yes, intermediate knowledge of Microsoft Office is essential.

How does DAC Beachcroft support employees with disabilities?

DAC Beachcroft is a Disability Confident employer and guarantees an interview for anyone with a disability, long-term health condition, or neurodiversity whose application meets the essential criteria for the role.

What opportunities for professional development does DAC Beachcroft offer?

The company encourages development over time and has a supportive, flexible work culture.

Are there opportunities for flexible working arrangements?

Yes, DAC Beachcroft has a Flex-forward working scheme and encourages discussions about flexible working during the hiring process.

Who will the Administrative Assistant liaise with regularly?

The Administrative Assistant will liaise with lawyers, Hub Leaders (HL), Practice Assistants (PA), Legal Support Assistants (LSA), and team members.

What qualities are essential for the ideal candidate?

The ideal candidate should have effective communication skills, good organizational skills, attention to detail, a proactive attitude, and a focus on customer service.

How does DAC Beachcroft view diversity and inclusion in the workplace?

DAC Beachcroft celebrates and advocates for diversity, treating employees as individuals and valuing diverse ideas as a strength of the organization.

DAC Beachcroft LLP

Broad-based commercial law firm delivering bespoke solutions, one client at a time.

Law

Industry

1001-5000

Employees

1762

Founded Year

Mission & Purpose

DAC Beachcroft is a leading international legal business with offices across Europe, Asia Pacific and Latin America. We partner with our clients to help them achieve sustainable growth and to defend their business and reputation. We do this by taking a tailored approach to providing commercial, transactional, claims, risk and advisory legal services. We are recognised leaders in Insurance, Health and Real Estate and draw on the knowledge, industry experience and commercial expertise of our outstanding 3,000 lawyers and support colleagues in these sectors and beyond. We are forward-thinking, flexible and easy to engage with and we're proud that our clients tell us regularly that we're great to work with. We know that our clients value advice that is innovative, practical and personal to them, and we pride ourselves on getting to the heart of their businesses. We measure our performance against their expectations and embrace change as a necessary stage in evolving and strengthening our relationships. The close working relationship we enjoy with our clients has not been built overnight but honed carefully over the last 250 years. This means today our clients can remain confident they have the very best legal expertise available.