Administrative Assistant REG Hub 3

Department: Real Estate - Professional Support Hub

Employment Type: Permanent

Location: Leeds

Description

Key Responsibilities

• Maintain and organise electronic and paper files, ensuring accuracy, consistency, and compliance with firm standards
• Open and close files on the case management system, ensuring all processes are completed correctly
• Manage document handling including scanning, filing, and distribution of incoming correspondence
• Support document preparation, including printing, copying, PDF editing, and bundling
• Provide administrative support to lawyers and legal support teams in line with business needs
• Assist with the organisation of client events, seminars, and meetings, including logistics, materials, and coordination
• Act as a reliable point of contact within the team, maintaining effective communication and meeting deadlines
• Update workflow tracking schedules and ensure accurate matter administration
• Upload and manage documents within client data rooms
• Prepare court bundles (electronic and hard copy), following instructions and relevant procedures
• Undertake online applications and searches (e.g. Land Registry, Companies House, and related platforms)
• Provide support with billing processes where required
• Assist with matter-related financial administration, including payments and expenses
• Manage multiple priorities effectively, ensuring accuracy and timeliness across all tasks
• Maintain up-to-date knowledge of client protocols and team processes
• Ensure all work is completed in line with firm policies, procedures, and regulatory requirements
• Work collaboratively across the wider business, contributing to a one-team culture
• Operate with a strong awareness of risk, compliance, and data security
• Deliver a professional, client-focused service at all times

Skills, Knowledge and Expertise

• Previous administrative experience within a professional or office-based environment
• Experience using document or case management systems (legal sector experience beneficial but not essential)
• Strong working knowledge of Microsoft Office
• Highly organised, with the ability to manage competing priorities in a fast-paced environment
• Excellent attention to detail and accuracy
• Confident communicator, able to build effective working relationships with colleagues and stakeholders
• Proactive, reliable, and responsive, with a strong sense of accountability
• Positive, adaptable approach and willingness to learn
• A strong team player with a collaborative mindset and commitment to high-quality service delivery

Additional Information