Client Onboarding Assistant

Location:

Scotland / Edinburgh
Department/Division: LPM / Solutions
Duration:
Permanent
Type of Role:
Hybrid

Reports to:

Client Onboarding Project Manager
Reference no.: 9239

We are looking for a highly organised, proactive and detail‑oriented individual to join our growing Client Onboarding team as a Client Onboarding Assistant. This role plays an important part in ensuring that the operational elements of client onboarding and ongoing account administration are delivered efficiently, consistently and to an exceptional standard.

Working closely with the Client Onboarding Project Manager, the wider onboarding team and other internal stakeholders, you will support both new client onboarding and ongoing client account maintenance. You will help to coordinate key activities, manage information flows, and ensure that processes run smoothly across multiple offices, time zones and business teams.

This is an excellent opportunity for someone who enjoys a varied administrative role, is comfortable with technology and data, and takes pride in delivering accurate, reliable and high-quality work. You will gain valuable insight into how a global law firm manages major clients, while building strong foundations in operations, project support and client service.

We welcome applicants from a wide range of experience and educational backgrounds. What matters most is your organisation, your attention to detail, your willingness to learn, and your ability to work collaboratively in a fast‑paced environment.

• Schedule internal and external meetings, including cross‑region calls, ensuring availability across time zones.
• Coordinate logistics for client meetings (room bookings, catering, technology support, materials).
• Manage the shared Client Onboarding inbox, triaging queries and directing them to the appropriate team members.
• Assist with introductory client calls, including preparation, scheduling and follow‑up actions.

• Support the production of standard onboarding documents (first drafts of Letters of Engagement, Statements of Work, agreements and onboarding packs).
• Coordinate supplier questionnaires and surveys, gathering information from internal teams and preparing submissions.
• Assist in liaising with Anti‑Money Laundering, Rates, Tax and E‑Billing teams to support onboarding activities and client maintenance.
• Support the Working Together Matter policy and matter‑opening process, helping legal assistants with correct information and requirements.
• Liaise with global offices to obtain required tax documentation and client‑specific forms.

• Download, update and maintain onboarding and client account reports.
• Assist with team reporting, data capture and document management.
• Ensure that information is captured consistently and stored in line with internal processes.
• Contribute to improvements of templates, process guides and working‑with‑client documentation.
• Provide administrative support for ongoing client account management, including cross‑referencing matters against client instructions and coordinating follow‑ups.

• Organise travel arrangements and itineraries where required.
• Process team expenses accurately and in line with firm guidelines.
• Provide reliable support with ad‑hoc administrative tasks across the Client Onboarding and key client teams.
• Work collaboratively with colleagues to ensure smooth and consistent delivery across all workflows.
• Any other administrative tasks identified by the Client Onboarding Project Manager, as the service develops.

• Strong administrative experience, ideally within a professional services or fast‑paced office environment.
• Comfortable working with technology, web‑based tools and Microsoft Office applications (especially Excel).
• Experience working with data, reporting or process‑driven tasks is advantageous.

• Highly organised, reliable and detail‑oriented.
• Able to manage multiple tasks and meet deadlines.
• Positive, proactive and solution‑focused approach.
• Quick learner with strong problem‑solving skills.
• Excellent communication…