Team Administrator - London, United Kingdom - Stephenson Harwood LLC

Stephenson Harwood LLC
Stephenson Harwood LLC
Verified Company
London, United Kingdom

2 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

What we will offer:


We will offer you a place where you can be yourself and where there are no limits on what you can achieve.

With us, you can take ownership of your career and have honest conversations throughout.

You would join an ambitious firm with a clear strategy for profitable growth where you can get early responsibility and early involvement in growing the business.

Here you can expect a competitive and fair reward as well as recognition based on all round performance. This forms part of our internal promise to you, The Deal, between the firm and its employees.


Team Structure:
This role is for a proactive TA who will operate successfully in a pressurised and fast paced environment.

The ability to embrace a team-working approach, collaborating with fee earners, personal assistants and business services teams alike and build effective relationships are key to the success of the role.


As support may be required in more than on practice area, a flexible and adaptable attitude is essential, as is the ability to support change within the business.


Main Responsibilities:

Managing Communications

  • Responding to requests for assistance in a timely manner
  • Act as gatekeeper for fee earners, taking appropriate messages and ensuring they are passed on/followed up appropriately as the "face of the firm"
  • Distributing post to fee earners as it arrives in the department
  • Arranging external postdelivery including local and international couriers

Document and File Management

  • Proactively delegating document production and dictation transcription to appropriate resource, providing appropriate timeframes for work
  • Maintaining filing systems (both paper and electronic), actively filing documents appropriately within Filesite (ensuring compliance with the SH naming conventions policy)
  • Record all records in Filetrack (the Records Management system) as outlined in the Records Management policy and procedure, undertake regular records management of files and papers for fee earners, and scan, archive or send to offsite storage as appropriate
  • Print/PDF and prepare engrossment documents ready for dating and signature/esignature
  • Convert, merge, split, delete, compare and redact pdf documents
  • Taking responsibility for printing, scanning, photocopying, bundle and bible preparation (electronic and hard copy), including delegation of large files to the reprographic team
  • Create front sheet and spine labels for document folders
  • Managing datarooms, to include creating, uploading/downloading documents
  • Creating deeds pack and scheduling the same

Administration

  • Assist PAs with billing matters (collating copies of disbursements, amending narratives, running prebills and WIP reports, etc)
  • Scan, file and update Intapp with all delivered bills
  • Maintain the Stephenson Harwood clear desk policy and ensure communal areas remain clear
  • Complete fee earner expenses in a timely fashion
  • Perform conflict searches, assist with opening new matters
  • Assist fee earners with time recording
  • Keep stationery rooms tidy and arrange replenishment of stock if necessary
  • Provide various admin support to our business service teams including assistance with project work
  • Undertaking real estate or company searches and obtaining original Land Registry copies.

Client Service

  • Build strong and effective relationships with, and develop and maintain a comprehensive knowledge of, internal and external clients and their teams
  • Update client database with business cards and contact details, add/delete contacts from marketing lists
  • Assist with events and other BD related activities (including maintaining attendee lists, creating badges and managing badge desk)
  • Updating client and department information on Quest
  • Support additional team members and colleagues as and when required
  • Identify and facilitate knowledge sharing within peer group and wider team
  • Assisting with meeting arrangement and diary appointments
  • Collating and preparing information for meetings, circulating agendas and minutes if appropriate
  • Arrange point to point travel bookings (hotel, taxi, flights), producing itineraries and ordering currency where appropriate
  • Provide support for any overseas colleagues visiting the London office

Attributes/Skills Required:

  • Excellent academic background
  • Advanced Microsoft Office skills
  • Commercial and financial acumen
  • A thorough understanding of working in a professional, service driven environment and stakeholder/client/business confidentiality
  • Confident and professional manner with the ability to build strong relationships with fee earners and clients
  • Excellent communication skills and ability to interact at all levels
  • Collaborative and supportive of the business and its initiatives
  • Adaptable and open to change showing a willingness and confidence to make suggestions for change where appropriate
  • Strong organisational skills and excellent attention to detail
  • Ability to
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