Junior Team PA within Real Estate

The role Key duties will include:

• Provide a high level of tailored support to partners and fee earners.
• Assisting with diary management, including setting up meetings and conference calls which often involves liaising with reception, room bookings, IT support and facilities.
• Understanding and completing the accounts payments and expense forms procedures.
• Working with an allocation of pairings including helping with the team hub.
• Understanding the end-to-end billing process and assisting fee earners and the department billing coordinator (if applicable) with all aspects of the billing process as required.
• Assisting on ad-hoc projects as and when required, for example managing bundles, organising and assisting with client functions, seminars etc.
• Handling enquiries from internal and external callers and relaying messages promptly.
• Demonstrating awareness at all times that you are the “face of the firm,” e.g. the first port of call for potential new instruction.
• Building relationships across the firm.
• Assisting fee earners and the risk management team to obtain and collate client due diligence and assisting in the preparation of client engagement letters.
• Requesting various Land Registry searches and documents via Land Registry Portal, ordering searches using TM Argyll and Deeds management including scheduling.
• Attending training to develop specialist expertise (e.g. billing, client reporting, knowledge management support) to support the wider practice group.
• Handling queries in relation to billing and finance using our Aderant system.
• Supporting the fee earners and the marketing and BD team on activities that might include some of the following:
• Completing the procedures of all accounts payments and expense forms.
• Updating InterAction with client information and meetings, BD events/meetings, travel and business cards.
• Organising smaller BD events such as lunches, dinners and drinks and ensuring these activities are tracked in InterAction.
• Running weekly BD report for the department.
• Utilising document production and ensuring that all typing, document formatting and redaction work is sent with clear instructions and deadlines.
• Ensuring all appropriate sections are filled in on matter inception for better tracking of experience.

This job description encompasses the main duties of the role and is by no means exhaustive. It is anticipated that duties may vary from time to time according to the needs of the practice area. During the first six months of employment, you may be required to attend the office four days per week to support onboarding, training and collaboration. Your line manager may adjust this requirement based on your progress and business needs.

The candidate

Broadly, we want to recruit an individual that fulfils the following criteria:

Qualifications, experience and technical skills:

• Admin/PA experience within Real Estate preferred in a law firm or professional services firm is desirable.
• Intermediate user knowledge of Microsoft Outlook, Word, Excel and PowerPoint.
• Accurate typing, spelling, grammar and proof-reading skills.

Personal attributes:

• Excellent communication and people skills.
• Must be a team player, whilst also being keen to take responsibility for their own duties.
• Good organisational and administrative skills with the ability to prioritise tasks to meet deadlines.
• Adaptable and flexible in an ever-evolving role.
• Self-motivated and proactive, able to act on their own initiative and problem solve.
• Ability to work under pressure and meet deadlines whilst maintaining an excellent attention to detail.
• A professional and presentable manner.

Application screening:

Any offer of employment with us is subject to our pre-employment checks which are conducted by a third-party screening provider. These checks will be initiated with your consent, and your CV will be sent to the provider by us. The screening will include but is not limited to your employment references, professional and academic qualifications including grades and any criminal records. Your offer will be subject to the successful completion of these checks.

Our commitment to inclusion:

Inclusion is one of our key priorities and it is a goal we are actively working towards. We believe that an inclusive, forward-thinking culture is intrinsically important and enables us to provide innovative solutions to our clients. We welcome applications from people of all backgrounds, bringing different perspectives and experiences, making the firm an exciting and stimulating place to work. We seek to recruit the best candidates, regardless of age, gender, race, ethnicity, social or economic background, religion, disability, sexual orientation or any other characteristic.

As part of this commitment, we will ask you certain diversity data questions. We would really appreciate you and/or your recruiter completing these questions when submitting an application to the firm as this data enables us to measure our progress and identify any actions needed to continue to support an inclusive culture. This data is anonymised to maintain the privacy of applicants. If you have any questions relating to how this data is used, please contact a member of the recruitment team.

Should you require any adjustments during the application and/or interview process, please do not hesitate to inform your recruiter or a member of the recruitment team. Please note, the job description is available in other accessible formats (for example, large print). We are a Disability Confident Employer and will offer an interview to disabled applicants who best meet the essential criteria for the role. If you would like to apply through the Disability Confident Interview Scheme, please email the recruitment team at recruitment@macfarlanes.com.