Admin Support

SUMMARY:
Admin Support

POSITION INFO:

The primary responsibility of Admin Support is to provide high-quality administrative assistance to the Real Estate Finance team, ensuring that matters (case files) are accurately opened, maintained and progressed within stringent service level timeframes. This role is essential in supporting client onboarding, document preparation, transaction management, and post-completion procedures, thereby ensuring regulatory compliance and mitigating operational risk.

The successful candidate will be highly organised, meticulous, and adept at managing competing priorities in a dynamic environment, consistently maintaining exceptional standards of accuracy and client service.

Key Responsibilities

Matter Management and Client Onboarding

• Open new matters within the Case Management System (CMS), ensuring all data is entered accurately and comprehensively.
• Prepare and issue client onboarding documentation, including Terms of Engagement, digital ID verification links, and other engagement documents.
• Promptly update matter records upon receipt of new information, including revised offer letters and transaction documentation.

Document Preparation and Administration

• Generate transaction documents utilising approved precedents within the CMS.
• Prepare DocuSign envelopes, ensuring signatories and signature fields are correctly configured.
• Monitor the progress of documents sent for signature and proactively follow up on outstanding signatures as required.
• Despatch completed documentation packs to clients and other relevant parties promptly.

Post-Completion Support

• Prepare and submit SDLT returns in accordance with established procedures.
• Prepare AP1 applications and assist with requisitions under the direction of the fee earner.
• Chase solicitors, lenders, clients, and other parties for outstanding documentation necessary for registration.
• Prepare MR01 applications and supporting documentation where required.
• Review Companies House records to verify that historic charges and securities have been appropriately discharged following completion.
• Assist with file closure and other post-completion administrative activities.

General Administration

• Provide administrative support to fee earners and operational teams in relation to property finance transactions.
• Monitor task lists and workflows to ensure deadlines and service standards are consistently met.
• Escalate issues, risks or delays promptly and appropriately.

Qualifications

A relevant diploma and/or degree would be advantageous.

Technical Skills and Attributes

• Exceptional attention to detail and a strong commitment to accuracy.
• Highly organised and methodical, with the ability to manage multiple tasks and competing deadlines efficiently.
• Capable of working at pace whilst maintaining consistently high standards of quality and precision.
• Excellent prioritisation and time management skills, with the ability to adhere to strict service level agreements and turnaround times.
• Ability to follow established processes and procedures, while recognising and escalating risks or issues as appropriate.
• Strong sense of ownership and accountability, with a focus on thoroughness and task completion.
• Risk-aware and diligent, particularly when handling post-completion and compliance-related activities where errors could have legal and financial implications.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office applications, particularly Outlook, Word and Excel.
• Able to work independently whilst collaborating effectively as part of a remote team.
• Proactive, reliable and solutions-oriented approach to work.
• High level of professionalism and discretion when managing confidential client information.

Experience

• Previous experience in an administrative, legal administrative, or professional services support role.
• Experience working with case management systems, document management systems or other workflow-based platforms.
• Proven experience handling high volumes of data entry and document processing with a high degree of accuracy.
• Experience managing multiple deadlines and competing priorities effectively.

Additional Desirable Attributes

• Experience working within a law firm, conveyancing practise, or property-related environment.
• Experience supporting Real Estate Finance, Conveyancing or Post-Completion teams.
• Working knowledge of SDLT returns, AP1 applications and Companies House filings.
• Experience using DocuSign or similar electronic signature platforms.
• Familiarity with HM Land Registry processes and post-completion requirements.
• Experience working within service level agreements (SLAs) or target-driven environments.