Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

Owen Reed is looking to recruit an Administrative Assistant to support the Corporate team for a top law firm in London.

To provide support to the relevant Practice Area fee earning colleagues by assisting them in the following areas:

• Deliver high quality, accurate work whilst managing and responding to changing and competing priorities.

• Meet required deadlines and negotiate alternate time frames when necessary utilising other in-house services as appropriate (e.g. Office Operations, Reprographics, Document Production).

• Implement effective telephone call management and other communication work practices. Ensure callers and other parties receive a consistent, high quality service and their expectations are managed.

• Print, photocopy and scan relevant documents as and when required. This includes assisting with the preparation of court/counsel bundles, deeds and fee earner working papers.

• File relevant documents in electronic or hard copy files as and when required.

• Assist with fee earner expense claims, cheque requisitions and other banking related admin in a timely manner.

• Manage own email including timely response, filing of emails (including hard copy filing where necessary).

• Manage the entry of timesheets for fee earners (where relevant) promptly with accurate use of phase and task codes (if required).

• Assist with the billing administration process which may include the creation of pre-bills, editing of bills and narratives, producing bill cover letters, ebilling set-up/submission and posting onto the system as per firm policy and process.

• Assist with making Intapp client/matter changes such as adding/amending client addresses, third party payers and making changes to agreed rates at the final billing stage.

• Support the team with meeting the required WIP, billing and debtor's day's targets by generating client matter reports via Expert and rectifying errors and omissions when required.

• Assist with the new business intake administration process which may include, conflict checks, file opening forms, anti-money laundering/agreed rates forms and preparing engagement letters including checking for retainers.

• Assist the administrative support relating to the resourcing of fee earners across the Practice Areas.

• Assist with quick turnaround document work that cannot be sent to DP.

• Assist with the organisation of event/meeting logistics such as booking conference rooms, arranging refreshments, equipment, arranging dial-in details and VC set-up and making restaurant reservations for client lunches/dinners.

• Assist with point to point travel bookings which may include single/return train/flight tickets, hotel and taxi bookings.

• Assist with updating client information and relevant databases, following fee earner instructions (e.g. Inter Action).

• Prepare files for archiving and manage return/retrieval of files following firm guidelines.

• Provide ad hoc support to the Practice Areas such as assisting with incoming mail, answering the telephones, booking couriers, organising repro/DP submissions, assisting with room moves and any other general administrative duties.

• Treat your key relationships as ‘internal clients’ and demonstrate diligence, professionalism and a commitment to providing them with an exceptional experience including being a key point of contact for the team.

• Take a keen interest in the Practice Areas, key matters, issues and ‘hot topics’ so that appropriate priority is given to queries and requests and issues are escalated.

• Adhere to firm, office and practice group policies and procedures, including those that are formal, informal, documented or verbal.

• Take all necessary steps to ensure you are aware of correct procedures. Maintaining inquisitive, collaborative…