Legal Secretary - Residential Property in Cardiff

We are seeking an experienced Legal Secretary to join our client's busy residential property team. The successful candidate will provide high-quality secretarial and administrative support to fee earners, assist with the efficient progression of conveyancing matters and deliver excellent client service. This role offers exposure to a wide range of residential property work, opportunities for professional development and may offer hybrid working arrangements depending on team needs.

Key responsibilities

• Provide comprehensive secretarial support to solicitors and conveyancers, including typing and formatting correspondence, legal documents, contracts and forms to firm standards and precedents.
• Open and maintain electronic case files, ensuring accurate file naming, clear case notes, key milestone recording and adherence to document management procedures.
• Manage incoming and outgoing post, email and telephone enquiries, responding where appropriate and directing complex or time-sensitive matters to fee earners promptly.
• Schedule appointments, manage diaries and co‑ordinate meetings with clients, estate agents, surveyors, lenders and other third parties to support timely progression of matters.
• Prepare and check standard documentation such as client engagement letters, id forms, SDLT return drafts, completion statements, transfer deeds and contract packs under the supervision of fee earners.
• Assist with client identity checks and anti‑money laundering (AML) compliance by gathering required documentation, maintaining audit trails and ensuring files are audit-ready in line with firm policy.
• Process routine financial transactions in client accounts as instructed, prepare disbursement requests and support billing and file closure activities following firm procedures.
• Liaise proactively with clients and external contacts (estate agents, mortgage brokers, lenders, HM Land Registry) to obtain necessary documentation, chase outstanding information and keep clients informed of progress.
• Prioritise workload effectively across multiple matters, ensuring deadlines are met and fee earners are kept informed of outstanding actions and timescales.
• Contribute to team efficiency by suggesting improvements to templates, checklists and workflows, and support the introduction of conveyancing systems and technology.
• Provide support and mentoring to junior administrative staff where required, sharing knowledge of procedures and assisting with training and induction activities.

Key skills and experience required

• Previous experience as a legal secretary or legal assistant within a conveyancing or residential property team in a law firm or conveyancing practice.
• Good understanding of residential property processes and common transaction stages (sales, purchases, remortgages, transfers of equity and leasehold matters).
• Familiarity with AML and client identification requirements and experience maintaining audit-ready files and compliance documentation.
• Highly organised with excellent attention to detail and the ability to manage competing priorities and deadlines across a varied caseload.
• Excellent written and verbal communication skills, with a professional manner when liaising with clients, fee earners and third parties.
• Proficient user of Microsoft Office, document management systems and case management software; willingness to learn new systems and adapt to process improvements.
• Proactive and able to work both independently and as part of a team.