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Client Administrator

Salary: £25,000Start date: ASAPLocation: LondonContract type: Permanent

Job description

Client Administrator
Cordius are working with a Mayfair-based law firm, which delivers exceptional legal results to its clients who are principally from the real estate and private wealth sectors. As part of their secretarial restructure, they now have an elite ‘Client Administration’ team that assist with matters across all their legal departments. The Client Administrator will be responsible for the day-to-day processing of compliance and billing administration of these tasks on client matters. They are based in South Quay Plaza, London and have 62 partners and over 400 members of staff.

Job title: Client Administrator
Reports to: Team Leader
Department: Secretarial Services
Hours: 8.30am – 6.30pm on a shift basis, working 7 hours/day

Job summary:
This process driven role is for a proactive and competent Client Administrator who will operate successfully in a pressurised and fast-paced environment.  The role is part of a central team of Client Administrators who are responsible for processing the firm’s required compliance and billing administration on client matters. The role includes taking ownership of tasks and playing a critical role in actively delivering on all routine and daily requests relating to compliance and billing processes.

Main duties and responsibilities:
  • Manage the Client Inception Module (CIM), liaising with Executive Assistants, Legal Secretaries, and fee earners as necessary, by ensuring all activities and duties adhere to risk and compliance requirements, including:
    • complete the CIM in Prescient including gathering initial documents according to the Compliance Team’s guidance documents; and
    • liaise with the Compliance Team and fee earning team to complete the process
  • Run conflict checks in Prescient, including:
    • send a conflict check email to the designated distribution group;
    • ensure that the results are reviewed by the matter Associate; and
    • save subsequent correspondence to the matter file
  • Support on case-related work, complete tasks for matters/files e.g. engagement letters and maintain client & matter data within the case and the practice management system
  • Produce first draft engagement letters and liaise with the matter Associate to ensure the letter is completed, signed and sent to the client, ensuring the signed letter (and correspondence with the client relating to the terms of the engagement) is saved in the appropriate place
  • Organise and maintain hard and soft copy files relating to the areas of work you will be responsible for
  • Be responsible for processing bills, including:
    • run the narratives from the system and give to the Executive Assistant
    • attend internal meetings with the Executive Assistant
    • print WIP reports and billing guides for the team
    • close relevant files from the WIP list
    • Prepare file closure forms
    • liaise with the billing team, produce the relevant documentation and reports and prompt fee earners to complete all necessary paperwork
    • prepare and assist with client communication
    • print billing letters, get the Partner to sign, and then scan to the file and post the bill, marking as ‘sent’ on Prescient; and
    • work closely with the accounts team, being part of any change programme as and when related billing processes change
  • Liaise with relevant departments regarding billing, following up bills as necessary, KYC, file opening and payments
  • Ensure deadlines are met through management of own time and workload
  • Consistently demonstrate a willingness to own and tackle problems as they arise and demonstrate an ability to identify issues for upward referral
  • Assist with creating new clients and file opening - pure transaction and development
  • Create and add client parties, scan certified AML, submit due diligence, complete compliance checklist and all relevant Inception Tabs
  • Undertake any other tasks as reasonably required by the Team Leader

Personal Attributes and skills:
  • Strong client service skills to ensure an effective and professional service delivery to clients
  • Proactivity and the ability to take ownership of tasks with a can-do attitude
  • Good verbal and written communication and interpersonal skills
  • Good administration and organisational skills
  • Strong and flexible team player, able to take direction from Team Leader, Executive Assistants, Legal Secretaries and partners/associates
  • Methodical in approach to work
  • Willing to learn new tasks and take on new responsibilities when needed
  • Ability to remain calm and efficient under pressure
  • Punctual, flexible and responsive approach to work
  • Share ideas on best practice with colleagues and peers
  • Recent relevant experience within a similar role, gained within a law firm or another professional services firm
  • Experience with drafting and amending legal documents and working to firms’ style guide
  • Very good attention to detail and accuracy
  • English and Maths GCSE at grades A-C (or equivalent)
  • Numerate/confident with numbers and budgeting
  • Typing speed of 50 wpm with a high level of accuracy
  • A good understanding of the Microsoft suite, legal systems and processes (billing, CIM).

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