Job Description

The Role

You will be responsible for delivering exceptional client service and providing high quality and experienced legal administrative support to the team of partners and fee earners to ensure a smooth client journey throughout the whole of their transaction. You will be required to liaise with the other members of the Residential Property Team as required.



This is a multi-faceted position and you will be involved in Pre and Post Exchange and Post Completion tasks. As you develop your role with us, you may find you have a particular interest in one of these areas. We are happy to talk to you about how you can develop and specialise in that area.



As a Residential Conveyancing Team Assistant, below is an overview of the work you can expect to be involved in:

General tasks

Update client records on databases as required Ensure all files including Matter Records are up to date Arrange appointments for fee earners Liaise with clients by telephone, email or via portal messaging, passing on detailed updates Liaise with third parties (such as Solicitors, Estate Agents, Land Registry, HMRC) by telephone or email on behalf of the fee earners Work closely with all Central Services teams to ensure that work is carried out in an efficient and timely manner Use our CMS for the running of and management of client files Assist with drafting letters and legal documentation as required, working alongside other team members Co-ordinate document/deed requests and archiving with our Records team Co-ordinate document release procedure following the department protocols Carry out searches where appropriate Manage transaction requisitions and arrange the necessary payments via our CMS Run matter reports for billing, matter balances, and file closing Proactively identify matters for closure and complete file closing procedures in accordance with the firms protocols, including the preparation of final invoice and/or return of client monies Support the wider team when necessary, such as holiday and sickness cover Adhere to firm wide and departmental Best Practice protocols and SLAs Be aware of the firm's risk and compliance policies and procedures and raise any issues or queries promptly with the relevant lawyer or Risk and Compliance

Pre Exchange Specific Duties

Add relevant Contact Records to matter Issue of initial letters to third parties, Solicitors, Estate Agents, etc. Ensure full use of CMD Workflows for regulatory and compliance purposes Liaise with Client and third parties (Solicitors, Estate Agents, etc.) to provide updates and ensure matter progression to exchange as required

Sale

Assist fee earners in the preparation of the Contract Papers Order and obtain any Management Pack from relevant party and upload to relevant Documents File Update our CMS with relevant details from Management Pack Obtain redemption figure(s) from Lender(s) (if required) and report to Client Prepare and input all payment and outgoing requisitions via CMS in advance for Accounts Department processing Issue Contract papers with fee earner approval or inform and assist fee earner in the issue of the same Deal with enquiries and liaise with Clients as required Prepare replies to enquiries for issuing to Buyers Solicitors and liaise with fee earner in relation to the issue of the same Review and approve draft purchase documentation Arrange for Client to sign Contract and other purchase documentation in readiness for exchange (and completion)

Purchase

Assist fee earners in the review of the Contract Papers, including: Prepare and input all payment and outgoing requisitions via CMS in advance for Accounts Department processing

Pre Completion Duties

Run Exchange of Contracts process in CMS Issue of letters to all parties once process complete (Clients, Solicitors, Estate Agents, etc.) Ensure full use of CMS Workflows for regulatory and compliance purposes Liaise with Client and third parties (Solicitors, Estate Agents, etc.) to provide updates and ensure matter progression to completion as required

Sale and Purchase -

Assist fee earners in the preparation of the matter in readiness for completion

Post Completion Duties

Run the Post Completion processes in our CMS Issue of letters to all parties once process complete Liaise with Client and third parties (Solicitors, Estate Agents, etc.) to provide updates and ensure matter progression to finalisation of the matter and file closing as required

Sale

and Purchase

- Assist fee earners in finalisation of the transaction

Knowledge, skills and experience required

Ideally, three years' experience (or equivalent) gained within a comparable environment and at an appropriate level High degree of competence in the use of Microsoft Office (Word, Excel, Power Point and Email) Ability to use a Case Management System (such as Peppermint) Ability to review client and third party source of funds information and liaise with the client or third party (in conjunction with the relevant fee earner) when information is insufficient and/or further evidence required Excellent verbal and written communication, with appropriate and effective use of grammar and punctuation Attention to detail Ability to prioritise and structure own work commitments, but with flexibility to meet fee earner needs Be respectful, working with integrity and professionalism at all times Willingness to work flexibly to meet client needs

Working pattern:

Monday to Friday, 9.00 am to 5.00 pm but negotiable.



Requirement to attend to an Ashtons office for a minimum period of time (subject to contracted hours) is necessary for the position