Administrative Assistant (Real Estate) - Glasgow

Job Introduction

DACBeachcroft has an exciting opportunity for an Administrative Assistant to join our Real Estate team in Glasgow, on a full-time, permanent basis. 

Reporting into the Hub Leader, the role provides administrative and file management support across the team. Work will come either directly from the lawyer or through the work allocated by the Hub Leader (HL)/Practice Assistants (PA)/Legal Support Assistants (LSA). The role is accountable for establishing and maintaining an ongoing service-based relationship with the team they support recognising and translating the needs and expectations into a responsive service.

We are a Disability Confident employer and guarantee to interview anyone with a disability, long term health condition or neurodiversity whose application meets the essential criteria for the role.  If this applies to you and you feel you meet the minimum criteria for this vacancy as set out in this advert then please contact recruitment@dacbeachcroft.com in confidence, quoting the reference number for this vacancy in the subject box of your email, and a member of the Recruitment team will be in touch.

Role Responsibility

Client Relationship Management

• 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

Administrative

• 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

Communication

• 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

Financial

• Assisting with billing and expenses as required
• Dealing with matter related finance administration to include BACs, TTs etc.

Processing

• 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

Customer Service

• Liaising with lawyers and HL to take instruction and liaise on work requirements
• Consistently and appropriately update service users on progress where appropriate

The Ideal Candidate

• Relevant office-based administration experience is desirable and highly advantageous
• An aptitude for administration management and processes, with experience of working with document management/case management systems
• Intermediate knowledge of Microsoft Office
• An effective communicator with 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
• 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

About the Company

About DAC Beachcroft

We're a leading international legal business with over 3,000 colleagues and a diverse range of capabilities. We're market leaders in insurance, health and real estate but with a full-service offering, including growing Financial Services and Tech capabilities. We represent a wide range of clients – from household names to government departments and NHS bodies. We act for nearly all of the top-20 UK and global insurers, we're market leaders in the provision of strategic, commercial and regulatory advice to providers and commissioners in the health sector, and in real estate we advise all of the UK’s top-five housebuilders.

We are a fast-growing international business with offices around the globe.  In addition to our 11 UK offices, we also have offices in Dublin, Madrid, Paris, Milan, Rome, Singapore, Argentina, Chile, Colombia, Mexico, Peru and Miami, plus a broad network of affiliations across the globe. 

Working with us

Our vision is to be leading business advisers, recognised for our insight and our outstanding commitment to clients, and for being the place where talented people want to work. Combine this with our supportive culture and hybrid working model, and you have: a Life that Works.

Our flexible approach means that we help our colleagues to be their best at work, while recognising that they have all sorts of different interests and commitments outside work.

We pride ourselves on our supportive, approachable culture. We are trusted, appreciated as individuals and embraced as part of a team. At DACB, we don’t just accept your differences, we celebrate and advocate for them. From bespoke solutions for our clients, to treating you as an individual. Our strength comes from your diverse ideas and bringing the ‘whole you’ to work. So if you’re good at what you do, come as you are!

DAC Beachcroft