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AJ Chambers are working with a top International Law Firm who has an exciting opportunity for a Legal PA to join the Corporate team in their prestigious offices in the City of London.
The Client Service Executive’s focus will be to identify the best approach and methodology to provide exceptional service levels to Partners, Fee Earners and their clients. The role will be full time on a hybrid working pattern.
Roles and Responsibilities:
Project Co-ordination
- Distribute and co-ordinate appropriate support for specific client projects
- Set up processes for client matters through liaison with Partners, Fee Earners and client contacts
- Support Partners, Fee Earners and the Business Development and Marketing Teams with preparation of pitches, presentations and events and with other projects and tasks
- Identify and act upon process improvements across the team to enhance both internal and external client services
Client Relationship Management
- Ensure that all client related correspondence is received by the appropriate Partner or Fee Earner
- Enter and ensure accuracy of client information on the Client Relationship Management system, currently InterAction
- Arrange client meetings and ensure efficient responses to written and verbal client queries
Communication
- Take internal and external telephone queries, responding as appropriate and ensure that all messages are passed on in a timely manner
Financial
- Assist Partners and Fee Earners in ensuring time recording is up to date and captured in a timely manner
- Liaise with the appropriate Finance team in relation to invoices, expenses, client billing and accounts
- Process invoices and expenses on the online system, currently Chrome
- Assist the billing and credit control processes and liaise with the Finance team in relation to these to ensure a consistent and efficient approach
- Produce standard financial and time reports through the system
Administrative
- Participate in distribution of work and monitor progress of work allocated to Client Service Administrators to ensure tasks are completed in a timely manner
- Monitor and track all tasks and prioritise accordingly
- Diary management and coordination to ensure Partners and Fee Earners receive regular updates on meeting arrangements
- Take responsibility for room booking and meeting coordination, including confirmation of attendees, arranging relevant technology, refreshments, and catering
- Ensure travel bookings are completed and that relevant information is submitted and communicated in advance
- Arrange for the photocopying, scanning, printing and filing to be carried out by the team
- Arrange for files to be opened, closed and maintained
- Supervise Client Services Administrators’ record keeping and general filing tasks
Other Duties and Responsibilities
- Provide cover for the Client Document Executives as necessary (for example during periods of heavy workloads, holiday or sickness periods)
- Short dictations and basic amendments and document updates
- Conflict searches, file opening and risk assessment forms
- Drafting letters of engagement
- Updating and maintaining integrity of information held in Outlook, InterAction and 3E
- Any other duties as reasonably requested by Partners, Fee Earners, Client Services Leads or the Internal Client Services Manager
- Comply with all relevant legal and regulatory obligations including the Solicitors Regulation Authority (SRA) Standards and Regulations, and Principles.
Person Specification
- Accurate typing speed of at least 60 words per minute
- Advanced knowledge and experience of using Software including all Microsoft Office packages
- Experience of using Practice Management systems
For further information please contact Jess Dodman to discuss in more detail.
