Why is this role important and how does it fit into the team, department and wider firm? Provide a high quality, comprehensive workflow management and organisational service to fee earners in the group and exceptional client service. This role is essential to the operation of the Dublin office and will support the Office Manager with a range of duties.
What does the role actually involve? Client relationship management Become an active part in the care of clients and be wholly familiar with contacts/clients and dealing with basic client queries as appropriate. Manage the production of documents and check returned work produced by the Shared Services team/speech recognition for accuracy/formatting, before it is passed to the relevant lawyer. Taking and making client related calls, dealing with and handling message taking as appropriate. Manage Interaction and ensure new prospects, clients and contacts, activities and business development information are added. Responsible for keeping up to date with client specific protocols and processes, implementing, providing guidance and training to others where necessary and ongoing monitoring. Administrative Responsible for files being opened and closed. Supervise general filing requirements and record- keeping and production of engagement letters, ensuring compliance at all times. Monitor and manage key dates for clients and ensure compliance procedures are up to date on all files and matters. Support fee earners in business development activities including the involvement in preparation of pitches and presentations, scheduling meetings e.g. tenders, directories, internal meetings, client meetings and seminars. Manage diaries, ensuring they are up-to date, anticipating requirements e.g. associated travel/accommodation bookings, meeting rooms, drafting itineraries, preparing agendas, preparing and circulating papers. Communication Key point of contact for Fee Earners and Clients to maintain relationships and ensure a high level of support is always provided by the team. Monitor post and/or emails and dealing with as appropriate ensuring all client related correspondence is passed on to an appropriate fee earner and actioned as necessary; proactively responding to and drafting responses on behalf of others, prioritising emails, collating necessary paperwork and e-filing. Provide support to their immediate colleagues in the department, and where practical, other legal and support departments as requested by the Team Manager. Assisting others where there is spare capacity or it evident that a colleague needs assistance with their workload. Minute taking, following up designated actions to ensure completion ahead of the next meeting. Liaise with the Team Manager over any planned absences, arranging cover as necessary and communicating this to the relevant fee earners. Assist fee earners and business development for client billing and credit control process. Reviewing and updating time allocation and disbursements ensuring appropriate matter allocation. Supporting the co-ordination of the WIP certification process. Anticipating and dealing with matter related finance administration. Managing Expenses. Processing Responsible for managing priorities and workloads to ensure deadlines are met. Liaising with Team Manager where challenges arise. Responsible for managing the creation and maintenance of client data rooms in accordance with case milestones. Responsible for ensuring client and matter data is maintained within our case management and practice management systems, raising requests with the CMI team as appropriate. Ensuring compliance with firm wide/department policies and procedures including Lexcel and Information Security. What technical skills are required for someone to be successful and enjoy the role? Experience of working in a legal or professional services environment. Advanced knowledge of Microsoft Office. An aptitude for producing documents and client communications of the highest standard. Advanced knowledge of document management/case management systems. This role will also encompass covering for the Office Manager during their periods of leave, which may necessitate additional attendance at the office as required.
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