Legal Administrator

BDB Pitmans was established in 2018 following a merger between legacy firms Bircham Dyson Bell (BDB) and Pitmans Law, bringing together over 300 years of legal expertise across 4 locations – Cambridge, London, Reading and Southampton.

Working at BDB Pitmans brings all the benefits of a top 60 firm including interesting work, varied clients and support for professional development. While our clients are at the heart of everything we do, we recognise that life outside of work is important too and our approach to flexible working and target hours for fee earners reflect this. What really sets us apart is our friendly, open and inclusive culture. People join and stay at BDB Pitmans as they get the benefits of challenging work in a supportive and professional atmosphere.

Our Individuals Department provides a range of services for individuals spanning family, private wealth, residential and new build. The team provides guidance on a range of matters including estate planning, wealth structuring, trust management, wills, international tax, residential property, as well as, family and matrimonial advice.

An opportunity has arisen for a PA/Legal Administrator to join our Individuals: Private Real Estate team based in our Reading office. The role will work alongside the partners and fee earners in the team to provide them with general administrative and legal support

The main tasks of this role would include:

• General administrative tasks such as paper filing, electronic filing (profiling), scanning and archiving, amending documents.
• File management (file opening, closing, matter balance clearance, scheduling).
• Obtaining and collating AML documentation, liaising with fee earners and the Risk & Compliance Department regarding AML requirements.
• Answering the phones and dealing with client queries, including taking messages wherever appropriate.
• Scanning and profiling post.
• Collating contract packages on sale properties, including requesting title information, management information packs.
• Requesting searches on purchase properties.
• Liaising with lenders over the telephone and in writing in relation to queries and requesting redemption figures and mortgage advances etc.
• Preparing files for completion.
• Dealing with post completion requirements, including submitting stamp duty returns, submitting Land Registry Forms and dealing with Land Registry queries.
• Scheduling registrations to clients and lender and file closures, including dealing with archiving and cash balances.
• Maintaining client databases, entering new client and contact information, we use Interaction and Elite.
• Providing general support to the wider team.
• Diary management and maintaining client databases.
• Support billing processes for fee-earning team to include drafting bill narratives and covering letters.
• Make appointments and arrange meetings on behalf of designated fee-earners ensuring rooms are booked and refreshment/catering arrangements made.
• Attend to any travel arrangements.

Qualifications

A Level or Equivalent or above is preferred

Knowledge/Experience 

• Strong administrative experience of working in a law firm
• Land Registry registration experience preferable
• Customer Service experience essential
• Or a graduate with some legal knowledge and ideally experience of the residential property world

Skills

• An organised approach to working
• Strong attention to detail
• Ability to prioritise
• Strong interpersonal and communication skills

Job Specification

• 9.00am to 5.30pm, Monday to Friday – 37.5 hours per week.
• Reasonable additional hours may be required from time to time