Client Services Specialist (formerly secretary/PA)

This role will be working for fee earners in the Private Property team of the Private Client and Tax Division, working as part of a team of Specialists and Coordinators providing support and assistance across the team. This is an exciting role for a good communicator with a high level of interpersonal skills. The ideal candidate will be a self-starter experienced in property work, very organised and accurate with excellent attention to detail, efficient, a team player who is extremely flexible, can prioritise, multi-task and remain calm under pressure.

The role will be categorised as 'hybrid' in line with the firm's Mobile Working policy.

Areas Of Focus And Responsibilities (not an exhaustive list):

• Assisting fee earners and clients as part of a team of Specialists and Coordinators.
• Proficient in document creation and/or communication work including running comparisons using Litera software, converting documents, amending correspondence and emails, creating and updating tracker documents and spreadsheets, liaising with clients, agents, bankers etc.
• Property specific tasks e.g. carrying out searches; producing sales packs, drafting basic documents, dealing with post-completion matters including production and submission of SDLT returns and Land Registry applications.
• Supporting with team specific tasks delegated either by fee earners or Client Services Executives.
• Assisting fee earners in locating documents by researching e-files and searching in the firm's document management system (iManage) as necessary.
• Checking fee-earner in-boxes during their absence due to holiday, sickness, part-time working etc if required.
• Working with Client Services Coordinators (CSCs) and Admin Assistants to ensure e-files are up to date and items are filed in the correct folders, providing guidance where appropriate.
• Assisting the Client Services Executives generally and completing any tasks which may be delegated by them as well as covering during absences when required.
• Dealing with electronic signature requests.
• Diary management.
• Setting up Zoom/Teams or video conference meetings.
• Assisting with updating the firm's client relationship management system (InterAction), including updating telephone numbers and email addresses and any amendments that may be needed to existing entries, ensuring that duplication is avoided.
• Working with the marketing team to help fee earners to access client intelligence when undertaking targeted campaigns or events.
• Creating and updating tracker documents – including marketing trackers.
• Organising internal events and team meetings for teams and the division.
• Promptly answering all calls, taking complete and detailed messages.
• Collaborating with the marketing team on pitches, liaising with DPC to ensure they are standardised, creating and populating marketing lists and assisting with external and internal activities and events as well as assisting with LinkedIn and other social media as requested.
• Coordinating business development and travel activities for the Division.
• Collaborate with all Business Support teams.
• Completing tasks in priority order and regularly checking the group inbox to ensure no tasks are missed and all deadlines are met. Escalating any issues to the Divisional Supervisor as necessary.
• Providing ad hoc cover for partners and providing guidance for Client Services Coordinators when they require assistance.
• Pro-active and eager in approach to learning, being supportive of change within the organisation and continuously developing knowledge of specialisms within the team.
• Keep up to date with latest technologies, including awareness of AI.

This list of duties and responsibilities is not exhaustive. It is intended to describe the general content and requirements for the performance of this job and, as such, the role may include the undertaking of additional tasks as required.

To be successful in this role:

• Previous experience in private property work in a law firm.
• The ability to use your initiative to pick up unfamiliar work quickly and be proactive.
• Excellent verbal and written communication skills.
• Collaboration and team working attributes with a flexible and co-do attitude and approach.
• Strong IT skills with the ability to use both existing and new tools and technology.
• Expert working knowledge of Microsoft Office packages (Word, Excel, Outlook, Teams).
• A self-starter who is competent to work independently.
• A calm nature, with the ability to work under pressure and to tight deadlines.
• A professional, willing and proactive approach, with keen attention to detail.

The Essentials:

• This role will be categorised as 'hybrid' under the firm's mobile working policy.
• 2/3 days a week in the office.
• 12 week probation period and 4 week notice period.

Equal Opportunities Employment Statement: It is the policy of Withers to provide equal opportunities for all employees in relation to recruitment, training and promotion. Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of ethnic origin, religion, sex, age, sexual orientation or disability.