Team Administrator - Deeds and Data Sites

Purpose of the role:

To provide proactive and professional support within the group.

Services to be delivered to the business in a manner which is consistent with the increasingly competitive environment in which the Firm operates.

This role is intended to embrace a team-working approach, collaborating with lawyers and other members of business operations to fulfil the needs of the business.  A Team Administrator - Deeds and Data Sites will, collectively, work with every member of the team to ensure that overall needs are met.

Support may be required to be provided to staff from more than one business unit, and numbers and content of the group may change from time to time to reflect the current structure of the firm.

Key Responsibilities: include but are not limited to the following:

Data Site Administration

• Process requests to add or remove internal and external users to data sites (also referred to as data rooms, extranets, SharePoint, or HighQ), ensuring correct access levels are assigned and documented.

   

• Complete forms and coordinate with the Products & Solutions team to create new data sites, including setting up required folders and ensuring all necessary information (client name, site name, users, etc.) is provided.

   

• Upload documents to the appropriate folders within data sites, following naming conventions and confirming completion with the instructing party. Ensure documents are organised according to property, tenancy, and other relevant categories.

   

• Locate and download documents from data sites as requested, using search functions and managing file/folder names to comply with system limitations (e.g., path length restrictions).

   

• Perform user audits to report on who has access to data sites, and manage restricted libraries or folders as needed, coordinating with Products & Solutions to ensure compliance and appropriate access controls.

Deeds Scheduling and Administration

• Receive, review, and process deeds scheduling requests using standardised forms and digital tracking systems (e.g., FileTrack). Ensure all required information is provided to avoid delays and maintain a clear audit trail for each transaction.

   

• Create, update, and manage schedules of deeds in accordance with firm procedures. Ensure all deeds are correctly listed, dated, and categorised (original, copy, certified copy) and that records are stored securely and are easily retrievable.

   

• Communicate regularly with fee earners, paralegals, and team administrators to confirm scheduling requirements, resolve discrepancies, and provide updates on the status of deeds packets. Collaborate to address missing documents and ensure all parties are informed of progress.

• Monitor deeds storage areas, coordinate the transfer of deeds to offsite archives when required, and ensure compliance with health and safety guidelines for physical storage. Maintain up-to-date records of deeds locations and facilitate retrievals as needed.

   

• Adhere to internal policies and legal requirements for deeds management, including scanning, uploading, and naming conventions for electronic records. Conduct periodic audits to verify accuracy and completeness of schedules, and implement improvements based on feedback and training

General Team Administration

• Providing general administrative duties as directed by the business.

Skills

• Administration experience in a busy environment is desirable 
• Previous work in a professional services business advantageous
• Strong organisational skills and abilities
• Attention to detail
• Time management and prioritisation ability
• Strong communication skills
• Willingness and enthusiasm to work with and support the group
• Good IT skills – knowledge of Microsoft Word, Excel and Outlook required