At a Glance
- Tasks: Support the Real Estate team with admin tasks and file management.
- Company: Join a leading firm in Glasgow, known for its professional support and collaborative culture.
- Benefits: Enjoy a permanent role with opportunities for growth and development.
- Other info: Ideal for those eager to learn and thrive in a fast-paced environment.
- Why this job: Be part of a dynamic team, enhancing your skills while making a real impact.
- Qualifications: Relevant office experience and proficiency in Microsoft Office required.
The predicted salary is between 28800 - 43200 £ per year.
Administrative Assistant (Real Estate) - Glasgow
Department: Real Estate - Professional Support Hub
Employment Type: Permanent
Location: Glasgow
Description
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)/Secretarial Team Leader (STL) or Secretaries. 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.
Key Responsibilities
- 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 lawyers, HL/STL/PA/LSA/Secretaries as directed in organising internal and external events, seminars, and conferences, including arranging registers of delegates, booking travel, and 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 folder structures (both electronic and paper).
- File opening and closing – setting up matters on relevant document/case management systems and undertaking all file closing/archiving procedures ensuring compliance at all times.
- Making room and taxi bookings, organising hand deliveries and courier requests, and handling other ad hoc requests.
- Printing, copying, and scanning documents, supporting high-volume jobs with Office Services as appropriate.
- Sending large electronic documents via OneDrive.
- Submitting documents for signature via DocuSign.
- Dealing with incoming post, downloading from electronic mail, saving to files, and circulating to relevant fee earners.
- Updating tracking schedules.
- Typing standard letters, such as invoices and event confirmations.
- Uploading and editing documents using PDF tools.
- Collating and indexing legal documentation.
- Real Estate Team only: Deeds scheduling and management.
- Liaising with team members on workloads and ensuring deadlines are met.
- Answering internal calls and liaising with team leaders and lawyers for instructions.
- Assisting with billing, including BACs and TTs.
- Handling expenses as required.
- Managing priorities and workloads, ensuring deadlines are met.
- Checking data for accuracy and ensuring compliance with policies.
- Handling post and emails, ensuring client correspondence is filed correctly.
- Producing court bundles and managing document uploads for client data rooms.
- Attending team meetings and liaising with lawyers and team leaders.
- Updating service users on progress and offering assistance proactively.
Skills, Knowledge, and Expertise
- Relevant office-based administration experience.
- Experience with document and case management systems.
- Intermediate knowledge of Microsoft Office.
- Professional communication skills for liaising with clients and internal teams.
- Good organisational skills and effective time management.
- Conscientious with attention to detail and accountability.
- Positive attitude, adaptable to change, and eager to learn.
- Team player committed to service quality and efficiency.
Administrative Assistant (Real Estate) - Glasgow employer: DAC Beachcroft LLP
As an Administrative Assistant in our Glasgow Real Estate team, you will thrive in a dynamic and supportive work environment that prioritises employee growth and development. We offer competitive benefits, a collaborative culture, and opportunities to engage in meaningful projects that enhance your skills while contributing to the success of our clients. Join us in a location that fosters professional relationships and encourages a proactive approach to service excellence.
StudySmarter Expert Advice🤫
We think this is how you could land Administrative Assistant (Real Estate) - Glasgow
✨Tip Number 1
Familiarise yourself with the specific document and case management systems used in the real estate sector. This knowledge will not only help you stand out but also demonstrate your readiness to hit the ground running.
✨Tip Number 2
Brush up on your Microsoft Office skills, particularly in Word and Excel, as these are essential for tasks like file management and document preparation. Consider taking a quick online course if you need a refresher.
✨Tip Number 3
Network with professionals in the real estate field, either through LinkedIn or local events. Building connections can provide insights into the role and may even lead to referrals.
✨Tip Number 4
Demonstrate your organisational skills by preparing examples of how you've managed multiple tasks or projects in the past. Be ready to discuss these experiences during any interviews to showcase your ability to handle the workload.
We think you need these skills to ace Administrative Assistant (Real Estate) - Glasgow
Some tips for your application 🫡
Tailor Your CV:Make sure your CV highlights relevant office-based administration experience and showcases your skills in document and case management systems. Emphasise your proficiency in Microsoft Office and any previous roles that required strong organisational skills.
Craft a Compelling Cover Letter:Write a cover letter that specifically addresses the key responsibilities mentioned in the job description. Explain how your experience aligns with the needs of the Real Estate team and demonstrate your understanding of client relationship management.
Showcase Your Communication Skills:In your application, provide examples of how you've effectively communicated with clients and team members in past roles. Highlight any experiences where you successfully managed workloads and met deadlines, as these are crucial for this position.
Proofread Your Application:Before submitting, carefully proofread your CV and cover letter to ensure there are no spelling or grammatical errors. Attention to detail is essential for this role, so make sure your application reflects that quality.
How to prepare for a job interview at DAC Beachcroft LLP
✨Know the Role Inside Out
Make sure you thoroughly understand the responsibilities of an Administrative Assistant in Real Estate. Familiarise yourself with file management, client relationship protocols, and the specific software mentioned in the job description. This will help you answer questions confidently and demonstrate your suitability for the role.
✨Showcase Your Organisational Skills
During the interview, highlight your organisational abilities and time management skills. Be prepared to discuss examples from your past experiences where you successfully managed multiple tasks or projects, especially in a fast-paced environment like real estate.
✨Demonstrate Professional Communication
Since the role involves liaising with clients and team members, it's crucial to exhibit strong communication skills. Practice articulating your thoughts clearly and professionally, and be ready to provide examples of how you've effectively communicated in previous roles.
✨Prepare Questions for the Interviewers
Having thoughtful questions prepared shows your interest in the role and the company. Ask about the team dynamics, the types of projects you might work on, or how success is measured in this position. This not only helps you gauge if the role is right for you but also leaves a positive impression on the interviewers.
