Job Description

About the role

Our business is growing, and we are looking for a Legal Administrator to be part of the centralised Real Estate Transaction Support Team on a 12-month fixed term contract. This role is to work as part of a team providing support with transactional and administrative tasks, working with the Operations Manager, the Workflow Coordinator and wider team to ensure smooth operations, timely delivery, and compliance with organisational standards. The role includes responsibility for carrying out assigned tasks efficiently, maintaining accurate records, and collaborating effectively as part of the team

Main duties and responsibilities:

• Process incoming and outgoing post, organising couriers and other postal services in alignment with established procedures and timescales.
• Maintain team post trackers and ensure timely updates.
• File documents into case management systems accurately and efficiently.
• Assist with logging and organising materials under the guidance of the Workflow Coordinator.
• Support with inputting and maintaining key date dairies and case alerts.
• Open and organise files in the case management system, adhering to KPIs and deadlines.
• Support the scanning, copying, and eFiling of deeds, communications, and documents.
• Assist with the closure and archiving of files post-transaction.
• Assist with the location of documentation within individual teams.
• Execute conflict requests as delegated, ensuring results are properly documented and eFiled.
• Maintain compliance with firm policies by supporting the Coordinator in these processes.
• Carry out searches using platforms like Search Acumen, Avail, and the Land Registry portal under supervision.
• Communicate professionally with clients, agents, and third parties via email, phone, or other channels.
• Collaborate with team members to ensure clarity and effectiveness in all interactions.
• Log and track deeds received and dispatched under the direction of the Workflow Coordinator.
• Support financial requests, including matter closures and WIP transfers, TTs and bank validations, receipts, transfers, invoices and any other finance related tasks ensuring accuracy and timeliness.
• Upload, download, and eFile documents via portals and data rooms, ensuring accuracy and efficiency.
• Working with other Transaction Processing Services team members to manage high-volume tasks.

About you

You should have:

• Strong organisational and time management skills.
• Attention to detail and a commitment to accuracy.
• Clear verbal and written communication skills.
• Basic proficiency with case management systems and online portals.
• Effective teamwork and collaboration skills.
• Previous administrative or support role experience (preferred but not essential).
• Familiarity with document filing, eFiling, and archiving processes.
• Exposure to conducting searches and interacting with external organisations.

What we can offer you

Gowling WLG has been recognised as one of best places to work in the UK and has been ranked by Great Place to Work® for 26 consecutive years.

Excellent benefits, including:

• A hybrid approach to office and remote working.
• 25 days annual leave, with the option to buy up to a week's extra annual leave.
• Private medical insurance, and the option to add family members.
• A generous pension allowance.
• Life assurance covering four times your annual salary.
• The chance of a three-month sabbatical every five years.
• Maternity, paternity, and adoption leave schemes.
• A range of health and wellbeing programmes.
• Offices in Birmingham city centre with an onsite restaurant.
• Opportunities to flourish in your role through training and personal development.

Equal Opportunities:

Gowling WLG is committed both to promoting equality and diversity in the firm and to Equal Opportunities in employment. The firm believes in equality of opportunity regardless of race or racial group (including colour, nationality, ethnicity, national origins), religion or belief, age, disability, sexual orientation, sex, gender re-assignment and gender identity, marriage and civil partnership, and pregnancy, maternity, and paternity. This also includes any incidents of perceptive or associative discrimination and harassment.

At Gowling WLG we seek to attract and retain talented people from a diverse range of backgrounds and cultures, to create an exciting and rewarding place to work. Our aim is to fulfil everyone's potential and together to achieve personal and business goals.

If you have any queries in relation to this position or would like to see a full job description, please contact Meg Astley Meg.Astley@gowlingwlg.com

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