Commercial Property Paralegal

This role will provide proactive administrative and legal support to help enable a successful Commercial Property Team. It will involve competency at taking the initiative to progress and complete assigned matters within stipulated time frames. The postholder will not be required to maintain their own case load of files but will undertake matters and actions under ongoing supervision.

Key Responsibilities

• Open and close files, manage file and collate documentation.
• Draft basic letters.
• Draft/complete simple client forms, money laundering (AML) and checks in accordance with the regulatory requirements (with guidance).
• Perform fee-earning work (with supervision) accurately, reliably and in accordance with the firm’s quality and risk management procedures.
• Arrange client appointments.
• Make and receive telephone calls and deal with basic telephone enquiries.
• Deal wherever possible with routine client enquiries and communications.
• Provide initial quotes and log all new enquiries.
• Send and manage regular chasers.
• Obtain title documents.
• Assist with the provision of legal support by liaising with clients and helping with due diligence.
• Attend meetings and take notes.
• Help with the submission of searches, land registry applications and reports on leases.
• Produce first drafts of contracts, transfer deeds, licences, leases and deeds of surrender (etc.) and prepare engrossments (with fee earner guidance).
• Produce replies to Commercial Property Standard Enquiries.
• Prepare Stamp Duty forms (with fee earner guidance).
• Prepare completion statements and invoices.
• Prepare all necessary accounts forms and understand client ledgers.
• Deal with pre‐completion requisitions.
• Prepare Land Registry applications and deal with requisitions (with fee earner guidance).
• Deputise for fee earners in their absence, passing urgent issues to another fee earner for guidance.
• Assist with holiday cover within the team.

General

• Responsible for self-development and compliance with relevant training requirements in the area of Commercial Property as well as wider core skills.
• Conduct self-appraisal and development planning.
• Actively participate in supervision and appraisal.
• Complete time recording.
• Deal with billing, paying costs, file closing and managing deed storage.
• Follow administrative systems and procedures.
• Ensure confidentiality and security of firm’s and client’s documentation and information.
• Participate in team meetings and social and charitable activities, write blogs and content for marketing purposes.
• Attend any internal or external courses as appropriate.
• Shared general administrative duties including photocopying, scanning, filing, door answering and letter writing, opening and sorting incoming post, franking external post and assisting reception as required.

Person Specification

• Previous experience in a legal or client-focused administrative role (ideally within commercial property).
• Excellent communication and interpersonal skills.
• Strong attention to detail and high standards of organisation.
• Ability to work independently and as part of a collaborative team.
• Fast, accurate typing ability using digital dictation and audio systems.
• Knowledge of Land Registry procedures.
• Proactive, professional and friendly demeanour.
• Familiarity with case management systems and Microsoft Office suite.
• Understanding of GDPR and AML compliance is essential.