London - Administrative Assistant, Real Estate

Term: Permanent
Reports to: Practice Support Workflow Coordinator
Practice group: Real Estate
Location: London
Purpose of role

To provide support to our Practice Support Executives to deliver a first class service focusing on process based tasks/activities and general administrative support to our fee-earners and Practice Support Executives (PSEs).

Responsibilities

Key Areas of Responsibility: 

  • Routine Organisation and Planning
  • Client Relationship Administration
  • Financial Administration
  • Matter Opening Administration
  • General Administration

The role is intended to embrace a team-working approach, collaborating with every other member of the team to ensure the overall needs of the business are met.

The role offers excellent experience, training and genuine career development prospects.

Organisation and Planning

  • Scheduling routine diary arrangements.
  • Booking meeting rooms and arranging video conference calls.
  • Arrangement of routine travel arrangements.
  • Obtaining and arranging foreign currency.
  • Set up and maintain paper and electronic filing systems.
  • Routine Email filing with supervision from the PSE.
  • Interface with other business services teams and ownership of resolving any routine business operations problems.

Client Relationship Management

  • Supporting internal processes to ensure CRM databases up to date (Interaction, Credentials database).
  • Supporting administration for events, eg, preparing badges, in collaboration with the PSEs and Business Development.

Financial Administration

  • Assisting with billing process (using Flosuite as required) including completion of narratives.
  • Supporting fee-earners with closing InTapp entries and assisting with narratives where required.
  • Processing expenses/invoices using Chrome River.
  • Supporting post completion of matters (e.g. preparing completion statements, arranging transfer of funds)

Matter Opening Administration

  • Supporting completion of NBI forms.
  • Arranging routine conflicts and AML checks.
  • Ensuring all parties lists and contact lists are prepared and kept up to date.

These key areas may vary according to the practice requirements.  Additional tasks may include:

General Administration

  • Production of engrossed documents (including getting annexures together) (non-chargeable)
  • Minor copying, scanning, printing tasks.
  • Physical preparation of files, bibles, bundles of documents (hard copy or electronic) including pagination and indexing (non-chargeable) 
  • Deeds scheduling (non-chargeable).
  • Archiving/retrieving files.
  • Ordering stationery.
  • Ordering business cards.
Required experience, skills and attributes
  • Ability to follow process workflow maps.
  • Flexible and adaptable approach to work.
  • Reliable and calm under pressure.
  • Good organisation, communication and administrative skills.
  • Good eye for detail.
  • Strong time management skills.
  • Willingness and enthusiasm to work with and support teams and practice group. 
The firm

Dentons is the world's largest law firm, delivering quality and value to clients around the globe. Dentons is a leader on the Acritas Global Elite Brand Index, a BTI Client Service 30 Award winner and recognized by prominent business and legal publications for its innovations in client service, including founding Nextlaw Labs and the Nextlaw Global Referral Network. Dentons' polycentric approach and world-class talent challenge the status quo to advance client interests in the communities in which we live and work.  www.dentons.com.

Diversity & Inclusion

Essential to our success as a global law firm is our ability to attract and retain the best talent from a diverse range of backgrounds. We want a work environment where everyone can reach their potential and we have an inclusive culture which respects individual differences.

We undertake and support a number of internal and external initiatives aimed at increasing diversity within the profession and we encourage all our partners and staff to get involved. We welcome you to learn more about diversity and inclusion at Dentons.

Equal opportunities

Dentons is committed to providing equal opportunities for all. We welcome applications from candidates with disabilities and support those in the workplace who have a disability. Any disability disclosure will be dealt with confidentially and sensitively and if you want to speak directly to a member of our team, please email recruitment.matters@dentons.com.

NO AGENCIES PLEASE

If you are interested in applying for this position, we welcome direct applications via our careers page, but if you have any questions beforehand please email recruitment.matters@dentons.comEnquiries only please, applications will not be accepted via email.

Please note that we will not accept unsolicited CV's sent to the business, nor will we accept any associated terms of business.