Real Estate Group Senior PA (Specialist Transcations Team)

Client relationship management
* Take an active part in the care of clients and be wholly familiar with contacts/clients. Specifically a requirement to take ownership of the administrative aspects of the firm’s client care programmes. Demonstrate a positive and responsive approach to dealing with client queries and ensure efficient delivery of the administration related to client matters in the absence of fee earner.
* Take responsibility for ensuring that progress of work is known and shared with others where necessary.
* Responsible for ensuring that the client portal and gateway management is maintained at all times.
* Be aware of any service level agreements in place, especially regarding response times etc and ensure that fee earners are aware of them.
* In conjunction with BD, take ownership of the administrative organisational aspects of UK and international client seminars and events attending where appropriate.
* Enter and update client details and relevant information onto Interaction.

Administrative
* Manage diaries
* Arrange meetings, book conference rooms, both internal and external.
* Coordinate travel arrangements
* Arrange photocopying, printing, organising couriers, sending out of letters, etc.
* Arrange for files to be opened and closed.
* Good working knowledge of procedures relating to particular discipline, for example:

Communication
* Take internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner. Ensure that all client related correspondence is passed on to appropriate fee earner and follow up to ensure that matters are dealt with proactively if the relevant person is out of the office.
* Monitor post and/s and deal with as appropriate. Respond to routine queries using own initiative.
* Manage outbound correspondence with supporting documentation.
* Liaise with business support departments on behalf of fee earners as required.
* Liaise with the department’s Team Coordinator over any planned absences, arranging cover as necessary and communicating this to the relevant fee earners.

Document production
* Coordinate correspondence, attachments, documents, reports, presentations, etc produced by the DPC team before they are passed to the relevant fee earner for approval/sign off and undertake basic/minor amendments where appropriate.
* Type short correspondence and emails when required.
* Produce and maintain Excel spreadsheets as required.

Financial
* Coordinate the billing process and assist fee earners in the billing and credit control process by liaising with the fee earner and accounts and to produce financial/time reports through the system. Be aware of any service level agreements or arrangements with clients requiring bespoke billing information.
* Be competent in the delivery of more complex client reporting as and when required.
* Liaise with finance and cash functions as appropriate.

Team duties
* Assist others in the department whenever there is spare capacity.
* Pick up telephone calls for colleagues when they are away from their desk.
* Work effectively with other legal and support departments as required.
* Seek out opportunities to pass on knowledge to colleagues and actively involved in the training and development of PAs in the group.
* Any other relevant duties as reasonably requested by fee earners or GSM, or a person of an appropriate seniority.
Adecco are an equal opportunity employer Adecco is acting as an Employment Agency in relation to this vacancy. The Adecco Group UK & Ireland is an Equal Opportunities Employer.