Team administrator deeds and data sites Work, Jobs in London (with Salaries)

Team Administrator - Deeds and Data Sites
Pinsent Masons —London
- Full-time
- Microsoft Word
- Administrative experience
- Organisational skills

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Team Administrator - Deeds and Data Sites

Pinsent Masons -
London

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Job details

Full-time

Qualifications

Microsoft Word
Document control
Stakeholder collaboration
User account provisioning
Administrative support experience
Filing
User account management
Administrative experience
IT permissions management
Organisational skills
SharePoint
Document management
Communication skills
Time management
Identity & access management

Full job description

Job Description

Job Title : Team Administrator - Deeds and Data Sites

Hours of work : Up to 35 hours per week, with flexibility to meet the demands of the job

Location : London

Purpose of the role:

To provide proactive and professional support within the group.

Services to be delivered to the business in a manner which is consistent with the increasingly competitive environment in which the Firm operates.

This role is intended to embrace a team-working approach, collaborating with lawyers and other members of business operations to fulfil the needs of the business. A Team Administrator - Deeds and Data Sites will, collectively, work with every member of the team to ensure that overall needs are met.

Support may be required to be provided to staff from more than one business unit, and numbers and content of the group may change from time to time to reflect the current structure of the firm.

Key Responsibilities: include but are not limited to the following:

Data Site Administration

Process requests to add or remove internal and external users to data sites (also referred to as data rooms, extranets, SharePoint, or HighQ), ensuring correct access levels are assigned and documented.

Complete forms and coordinate with the Products & Solutions team to create new data sites, including setting up required folders and ensuring all necessary information (client name, site name, users, etc.) is provided.

Upload documents to the appropriate folders within data sites, following naming conventions and confirming completion with the instructing party. Ensure documents are organised according to property, tenancy, and other relevant categories.

Locate and download documents from data sites as requested, using search functions and managing file/folder names to comply with system limitations (e.g., path length restrictions).

Deeds Scheduling and Administration

Receive, review, and process deeds scheduling requests using standardised forms and digital tracking systems (e.g., FileTrack). Ensure all required information is provided to avoid delays and maintain a clear audit trail for each transaction.

Create, update, and manage schedules of deeds in accordance with firm procedures. Ensure all deeds are correctly listed, dated, and categorised (original, copy, certified copy) and that records are stored securely and are easily retrievable.

Monitor deeds storage areas, coordinate the transfer of deeds to offsite archives when required, and ensure compliance with health and safety guidelines for physical storage. Maintain up-to-date records of deeds locations and facilitate retrievals as needed.

General Team Administration

Providing general administrative duties as directed by the business.

Skills

Administration experience in a busy environment is desirable
Previous work in a professional services business advantageous
Strong organisational skills and abilities
Attention to detail
Time management and prioritisation ability
Strong communication skills
Willingness and enthusiasm to work with and support the group
Good IT skills – knowledge of Microsoft Word, Excel and Outlook required

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Team Administrator - Deeds and Data Sites

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