Legal Secretary: Real Estate

THE ROLE & THE TEAM:

[Employer hidden] has an *immediate* vacancy for a highly experienced Real Estate Legal Secretary.

We are looking for a driven individual who is secure in their work and who embraces the firm’s long-term strategy. [Employer hidden] is driven by highly experienced Partners and the successful candidate will become part of a progressive and inclusive culture. As the successful candidate, you will be joining a firm which has exciting growth plans.

Our real estate team deals with a wide range of matters for clients and the role would involve:

• Audio/copy typing of correspondence, documents etc.
• Filing and file management
• Dealing with incoming/outgoing mail
• Photocopying, faxing, scanning, emailing etc
• Arranging client meetings
• Time recording for fee earners
• Opening/closing case management files in the system including updating contacts/file information and working inside the DPS case management system
• Dealing with clients and contacts on telephone, taking messages etc
• Meeting with clients/contacts in person to witness signatures, collect documents etc
• Drafting letters/documents/forms using standard precedents and forms library
• Dealing with replies to enquiries/requisitions, preparing Contracts/deeds/licences//TR1s/Property Forms etc
• Attending clients to arrange for documents to be signed/witnessed and to arrange for the provision of physical AML and KYC documentation
• Using initiative to gather information to open files on the system to include drafting template letters of engagement, terms and conditions of business, locating Companies House publicly filed documents to support file opening
• Actioning electronic Thirdfort searches for clients ref. AML and KYC requirements of the firm
• Setting up data rooms as required and populating the same. To include acting as central administrator
• Downloading title documents from Land Registry Portal
• Requisitioning searches and assisting with completing Reports on Title
• Dealing with land registry and SDLT formalities
• Using DPS Progress / Move with Us (track your case online) and keeping screens updated
• Preparing bills and financial statements
• Making SDLT submissions as necessary
• Completing file closure exercise and reconciling financial accounts of the client on the case management system
• Adhering to the firm’s risk and compliance policies
• Noting undertakings on the case management system and retentions too and dealing with the closing of such arrangements.
• Efficient and accurate use of the firm’s case management system.
• Diarising key dates for specific instructions SDLT returns, completion, exchanges and filings for Companies House for example.
• Carrying our solicitor checks.
• Booking appointments and meeting rooms.
• Organising travel arrangements.
• Central diary management using tasks.
• Working with PLC (Practical Law Company) using draft documents and “fastdraft.”
• Searching and using Lexis Nexis precedents.
• Researching company information and filing documents online with Companies House.
• Preparing invoices on files and liaising with accounts for approval.
• Preparing Bank TT/BACS forms..
• Archiving deeds/wills/files.
• Submitting file/deeds.
• Assisting with cover for other secretaries/overflow typing.
• Making refreshments when required for meetings.
• Providing parking/travel information to clients/contacts.

Candidates must be IT literate with experience of using case/document management systems.

Candidates will need to have a confident manner as the role will bring with it a significant degree of client contact.

Candidates will be required to show drive and a degree of autonomy to make a positive contribution to the department, the partnership and leadership team as well as the firm as a whole. The suitable candidate should have an ability to work independently as well as within a team.

PROFILE OF THE IDEAL CANDIDATE:

• Not afraid to challenge the status quo, in a positive, respectful and constructive manner.
• Leadership skills, team player with excellent people skills.
• Highly organized and able to strategically forward plan.
• Innovative, analytical and commercial.
• Flexible and of an agile mindset.
• Consistent.
• Innovative, analytical and commercial
• Dynamic.
• Diplomatic.
• Consistent and disciplined.
• Trustworthy.

SKILLS:

The successful candidate will be able to show they have:

• Excellent IT skills and experience in use of Office 365 and preferably used to working with a case management.
• Strong attention to detail.
• Excellent communication and verbal communication skills.
• Ability to take initiative and work in a pragmatic and proactive manner.
• Ability to work in a fast paced, busy environment.
• Highly organised and logical.
• Able to demonstrate good team skills.
• Good flexibility and adaptability.

****For further information on this exciting real estate role, please contact Andrew Morgan, COLP & Complaints Partner –**** ****[contact hidden]****

Back to vacancies