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Client Services Personal Assistant - Construction and Real Estate

Charles Russell Speechlys -
London

Apply Now

Job details

Permanent | Full-time
13 days ago

Qualifications

Voice-to-text data entry
Meeting coordination
Travel arrangements
Client engagement
Customer service
Stakeholder liaison
Filing
Business processes
Project coordination
Internal department liaison
Microsoft Office Suite
Accounts Receivable Credit Control
Client services
Customer relationship management
Relationship management
Digital dictation transcription
Typing
Audio typing
Communication skills
Dictation typing

Full job description

Client Services Personal Assistant - Construction and Real Estate

The Internal Client Services (ICS) team aim to deliver excellent secretarial, administrative and facility support services across the Firm which in turn underpins the service we are able to give to our clients.

Vicki Napolitano, Director of ICS, leads the team and managing the secretarial team is Claire Phillips, Head of ICS and Aimie George Internal Client Services Manager. The structure is then made up of Client Services Leads, Client Services Personal Assistants (CSPAs), Client Document Specialists (CDS) and Client Services Administrators (CSA).

The Client Services Personal Assistant’s focus will be to identify the best approach and methodology to provide exceptional service levels to Partners, Fee Earners and their clients.

This role will be in our Construction and Real Estate Team.

Roles and Responsibilities

Project Co-ordination

Distribute and co-ordinate appropriate support for specific client projects

Set up processes for client matters through liaison with Partners, Fee Earners and client contacts

Support Partners, Fee Earners and the Business Development and Marketing Teams with preparation of pitches, presentations and events and with other projects and tasks

Identify and act upon process improvements across the team to enhance both internal and external client services

Client Relationship Management

Ensure that all client related correspondence is received by the appropriate Partner or Fee Earner

Take an active role in relationship management and client care

Enter and ensure accuracy of client information on the Client Relationship Management system, currently InterAction

Communicate with external clients both independently and upon instructions from Partners and Fee Earners

Arrange client meetings and ensure efficient responses to written and verbal client queries

Check to ensure clients terms of business in place as soon as file opened and to follow up with Fee Earners accordingly

Communication

Take internal and external telephone queries, responding as appropriate and ensure that all messages are passed on in a timely manner

Liaise with relevant Business Resource teams on behalf of Partners and Fee Earners

Liaise with the Client Service Lead over planned absences, arranging cover as necessary and communicating this to the relevant Partners and Fee Earners

Financial

Assist Partners and Fee Earners in ensuring time recording is up to date and captured in a timely manner

Liaise with the appropriate Finance team in relation to invoices, expenses, client billing and accounts

Process invoices and expenses on the online system, currently Chrome

Assist the billing and credit control processes and liaise with the Finance team in relation to these to ensure a consistent and efficient approach

Produce standard financial and time reports through the system

Administrative

Participate in distribution of work and monitor progress of work allocated to Client Service Administrators to ensure tasks are completed in a timely manner

Monitor and track all tasks and prioritise accordingly

Diary management and coordination to ensure Partners and Fee Earners receive regular updates on meeting arrangements

Take responsibility for room booking and meeting coordination, including confirmation of attendees, arranging relevant technology, refreshments, and catering

Ensure travel bookings are completed and that relevant information is submitted and communicated in advance

Arrange for the photocopying, scanning, printing and filing to be carried out by the team

Arrange for files to be opened, closed and maintained

Supervise Client Services Administrators’ record keeping and general filing tasks

Use effective systems to ensure both short and long term tasks are completed within required timescales

Other duties and responsibilities

Assisting other members of the team, both proactively and at the request of the Client Services Lead, ICS Manager or Head of ICS.

Provide cover for the Client Document Specialists as necessary (for example during periods of heavy workloads, holiday or sickness periods)

Short dictations and basic amendments and document updates

Conflict searches, file opening and risk assessment forms

Drafting letters of engagement

Updating and maintaining integrity of information held in Outlook, InterAction and 3E

Minor document production amendments and assistance

Working effectively with other legal and Business Resource teams as required

Any other duties as reasonably requested by Partners, Fee Earners, Client Services Leads or the Internal Client Services Manager.

Comply with all relevant legal and regulatory obligations including the Solicitors Regulation Authority (SRA) Standards and Regulations, and Principles.

Person specification

A Client Services Personal Assistant has responsibility to ensure that their skill set is up-to-date and they are familiar with our Firm’s Teams, key individuals, clients, internal systems and procedures. This will ensure that the Client Services Personal Assistant is able to carry out the role effectively and where appropriate, discuss any training requirements with the Client Services Lead.

In addition to this:

Accurate typing speed of at least 60 words per minute

Advanced knowledge and experience of using Software including all Microsoft Office packages

Experience of using Practice Management systems

Demonstrate solutions-focused working methods

Demonstrate the ability to use initiative and develop solutions to ensure a good service is provided at all times

Excellent verbal and written communication skills

Solid Customer Service centric experience and work ethic

Proactive Team Player

Organised

Good interpersonal details with the ability to adapt style and approach

Attention to detail and accuracy

Competencies

Working together
Integrity and respect
Inclusive
Personal impact and growth
Driving high standards
Commercial mindset
Client - centric
Responsible Business

Hybrid working - We adopt a hybrid and flexible working approach, dependent on the requirements of the role and subject to manager approval.

For a detailed specification please download the job description in the documents section of this page.

Clicking 'apply' will direct you to the application tracking system, hosted for us by Reach-ATS.com.

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At a glance

Location

London

Documents

Job Description

Apply Now

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