Role Overview
As Office Administrator, you will be the first point of contact for clients and visitors and play a central role in keeping our office running efficiently. You will support our Senior Partner and fee earners with day-to-day administrative tasks, maintain accurate records across our caseload, and help ensure our office environment is tidy, organised and professional at all times.
Key Responsibilities
- Filing manual files and maintaining a clutter-free, professional office environment
- Organising and maintaining both physical and digital filing systems
- Scanning and attaching incoming documents to the relevant case
- Printing, binding and preparing legal documents for signing or completion
- Assisting with file archiving and storage of closed matter files
- Answering telephone enquiries in a professional and courteous manner, taking messages and directing calls appropriately
- Responding to general email enquiries and managing shared inboxes if any
- Greeting and welcoming clients on arrival to the office
- Sending out client care letters and onboarding documentation
- Chasing clients and third parties for outstanding information or documents
- Organising and managing appointment schedules for the Senior Partner and other fee earners
- Maintaining up-to-date records of all open cases and their current stages
- Updating contact details and client records
- Distributing incoming post
- Preparing and sending outgoing post, including recorded and special delivery items
- Raising invoices and sending bills to clients
- Recording incoming payments
- Managing client Anti-Money Laundering (AML) ID verification checks and maintaining up-to-date AML records in line with regulatory requirements
- Ordering stationery and office supplies
- Acting as first point of contact with the IT support provider for minor issues
- Managing printer and copier consumables and liaising with maintenance suppliers
- Providing general administrative support to the wider team as required
Key Skills & Requirements
- Computer literate with a good working knowledge of Microsoft Office 365 (Word, Outlook, Excel)
- Excellent telephone manner with strong customer service skills
- Well-organised with a high attention to detail
- Ability to manage multiple tasks and prioritise effectively in a busy office environment
- Discreet and professional when handling confidential client information
- Basic understanding of, or willingness to learn Anti-Money Laundering (AML) compliance requirements
- A calm, professional manner when dealing with clients in person, by telephone and by email
- Previous experience in a legal, professional services, or office administration role is advantageous
Pay: £25,000.00-£27,000.00 per year
Work Location: In person
