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- Provide reception and administration support, ensuring the smooth functioning of the front desk.
- Answer incoming calls promptly and professionally, directing callers to the appropriate personnel or voicemail, and taking detailed messages when necessary.
- Maintain a log of all visitors to Reception, welcoming scheduled visitors, and promptly notifying staff of their arrival.
- Verify Anti Money Laundering (AML) documents.
- Assist with typing and secretarial tasks within the Conveyancing department.
- Handle scanning and sorting of post for all departments upon request.
- Proficiently utilise the Firm’s case management system for efficient workflow.
- Perform file closing processes, preparing files for closure and archiving.
- Process client payments as required.
- Manage bookings for meeting rooms.
- Ensure all incoming mail is promptly opened, stamped, and distributed appropriately, following established procedures.
- Attend Conveyancing, Reception, and firm-wide meetings as required.
- Enter all incoming new enquiries via phone, email, or in-person onto the Prospect register in Tikit.
- Previous experience in a customer-facing and administrative role is preferred, with legal experience being advantageous.
- Proficiency in telephone systems and adept at handling calls with professionalism.
- Excellent keyboard skills with a strong command of Outlook, Word, and Excel.
- Demonstrated commitment to excellent client care.
- Strong interpersonal and communication skills.
- Exceptional organisation and administration abilities.
- High level of accuracy and attention to detail.
- Ability to maintain discretion and uphold client confidentiality at all times.
- Where possible you will be required to cover other offices to avoid the need of the company to incur temp or agency cover costs
- Provide holiday/sickness absence cover at office where based and be flexible to provide cover at other offices, where you can
- Office based Hours: 9 AM- 1PM- Monday-Friday
