Legal Secretary - Real Estate

DAC Beachcroft•Seekonk, MA

About The Position

Working as a team to act as a point of contact for lawyers and to ensure the effective completion of their work, as well as undertaking a variety of secretarial tasks (as listed below), and where appropriate, the LSA will manage the workflow by utilising Administrative Assistants (AA) and the Central Legal Support Team (CLS), retaining ownership and accountability of all tasks through to completion. Provide a high quality, comprehensive workflow management and organisational service to lawyers in the group and exceptional client service.

Requirements

Experience of working in a legal or professional services environment
An aptitude for managing multiple priorities, producing documents and client communications of the highest standard
Advanced knowledge of Microsoft Office
Advanced knowledge of document management/case management systems
An effective communicator with an excellent customer and client service approach; striving to provide exceptional service at all times
Customer/client service focused
Proven experience of managing client facing tasks and priorities, with a hands-on, practical approach
Effective at investigating issues and seeing a problem through to conclusion
Conscientious, taking personal responsibility for own work and accountability for its delivery and quality
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
Positive can-do attitude with the ability to adapt to change
Confidential and discreet but able to redirect information when appropriate to ensure areas of concern are resolved effectively
Well organised and methodical with excellent attention to detail, ensuring accuracy in all client communications and deliverables

Responsibilities

Manage the production of documents and check returned work produced by the CLS team/speech recognition for accuracy/formatting, before it is passed to the relevant lawyer
Taking and making client related calls, dealing with and handling message taking as appropriate
Responsible for keeping up to date with client specific protocols and processes, implementing, providing guidance and training to others where necessary and ongoing monitoring
Responsible for files to be opened and closed and supervise general filing requirements and record keeping and production of engagement letters ensuring compliant at all times
Monitor and track key dates for clients and ensure compliance procedures are up to date on all files and matters
Support lawyers in business development activities including the involvement in preparation of pitches and presentations, scheduling meetings e.g. tenders, internal client, etc.
Manage diaries, ensuring they are up-to date, anticipating requirements e.g. associated travel /accommodation bookings, meeting rooms, drafting itineraries, preparing agendas, preparing and circulating papers
Produce and maintain Excel spreadsheets as required.
First point of contact for their team, dealing with queries and acting on initiative to provide exceptional client service, promoting and developing ownership within the teams
Arrange for the preparation and collation of internal sector newsletters and briefings
Uploading documents to PDF docs and editing documents using the same
Arrange photocopying, printing, organising couriers, sending out letters, faxes etc.
Submitting documents for signature by clients via DocuSign
Receiving instructions via digital dictation for tasks and acting upon the same
Key point of contact for lawyers to maintain relationships and ensure a high level of support is always provided by the team.
Monitor post and/or emails and dealing with as appropriate ensuring all client related correspondence is passed on to an appropriate lawyer and actioned as necessary; proactively responding to and drafting responses on behalf of others, prioritising emails, collating necessary paperwork and e-filing
Liaising with and providing support to their immediate colleagues in the department, and where practical, other legal and support departments as requested by HL. Assisting others where there is spare capacity or it is evident that a colleague needs assistance with their workload
Answering phone calls for other members of the team when they are away from their desk
Liaison with and taking direction from your HL
Liaise with the HL over any planned absences, arranging cover as necessary and communicating this to the relevant lawyers
Assisting lawyers with billing related tasks
Reviewing and updating time allocation and disbursements ensuring appropriate matter allocation
Request cheques, bank transfers, and paying in money received, as appropriate
Supporting the co-ordination of the WIP process
Dealing with matter related finance administration to include BACs, TTs etc.
Processing expenses
Responsible for managing priorities and workloads to ensure deadlines are met. Liaising with HL where challenges arise
Responsible for ensuring the creation and maintenance of data rooms and client information in accordance with case milestones
Responsible for ensuring client and matter data is maintained and updated within appropriate systems, raising requests as appropriate
Online applications e.g. Companies House, Land Registry, Searchflow, forms
Undertaking searches and completion of requisite forms and submissions
Ensuring compliance with firm wide/department policies and procedures
Arranging and attending team meetings
Liaising with lawyers, PAs, HLs and Secretarial Managers (SM) to take instruction and liaise on work requirements
Consistently and appropriately update service users on progress where appropriate
Regularly offer assistance wherever possible
Understands DAC Beachcroft is an international firm. Works with awareness of this structure to operate as one team/brand.
Actively operates in the best interests of the firm at all times internally and externally.
Operates in a regulated environment, effectively managing risk and compliance issues including data security.
Works in partnership with others to manage and mitigate commercial risk.