Senior Office Administrator

Senior Office Administrator

Salary: £30,000 per annum, plus company benefits

Location: Leeds, LS10 1AB

Contract: Full Time, Permanent

Shifts: 37.5 hours per week, Monday – Friday, 9am until 5:30pm with 1 hours unpaid lunch break

Work model: Hybrid

Williams Lea seeks a Senior Office Administrator to join our team!

Williams Lea is the leading global provider of skilled, technology-enabled, business-critical support services, with long-term trusted relationships with blue-chip clients across investment banks, law firms and professional services firms. Williams Lea employees, nearly 7000 people worldwide, who provide efficient business services at client sites in often complex and highly regulated environments, from centralised Williams Lea onshore facilities, and through best cost company offshore locations.

Purpose of role 

The Administration Associate, Sr plays a crucial role in supporting the operations of the practice by fulfilling requests from Partners, Fee Earners, and colleagues. You will be based in our office in Leeds.

The individual is expected to use a high degree of self-management and can maintain a high level of confidentiality.

The Administration Associate, Sr is accountable for establishing and maintaining strong working relationships with all service requestors, ensuring customer needs and expectations are understood and met with a responsive service.  

Key responsibilities 

Client Onboarding:

• Complete file opening forms and support with the full opening process including the preparation, issue and return of Terms of Engagement and Terms of Business
• Assist with identity verification and compliance checks using relevant platforms

File Management:

• Handle data room management and support with the creation of e-bundles (pagination, indexing, and bookmarking)
• Upload and / or download documents to portals
• Add electronic documents to existing client files
• Undertake closing of files including issuing closure letters and updating the practice management system
• Liaise with relevant team to add related parties to matters
• Maintain up to date client records on the firm’s client relationship management tool, including client contact details, client specific requests in relation to billing and bill formats, and details of other parties etc in line with the firm’s policy and processes
• Support as necessary with Risk & Compliance tasks such as returning residual balances to clients and cross checking of compliance documents

Financial Administration:

• Assisting fee earners with finance tasks, namely requesting cheques, CHAPS/BACS payments, bank transfers and paying in money received, as appropriate
• Managing the process of submitting partner/fee earners expenses in a timely manner
• Generate and review reports on client matters, billing, and time entries

Travel & Logistics:

• Assist with co-ordinating fee earner movements and making travel arrangements

Document Management:

• Co-ordinating the completion of document production (including digital dictations / manuscript amendments), e-filing and file management, photocopying and scanning services, organising couriers, sending out of letters
• Managing the production of electronic official documents, to ensure engrossments meet client standards and are clearly marked up for execution
• Drafting correspondence and assisting with drafting simple legal documents, following guidelines and instructions

Operational Efficiency:

• Understand and comply with corporate standards while continually seeking ways to improve operations
• Suggest and implement approved ideas for operational improvements.
• Use internal and external portals/systems efficiently to meet service expectations

Customer Service:

• Handle enquiries and work requests promptly and professionally
• Communicate effectively with internal and external customers regarding job updates or deadline issues

Other:

• Actively participating in all relevant training
• Demonstrating flexibility with working practices/processes in line with the business need, especially in times of pressure/ high workload
• Assisting colleagues, both proactively and at the request of the team leader and work effectively with other legal and support departments as required
• Any other relevant duties as reasonably requested by the fee earners or your line manager

Personal attributes

• Extensive experience in a previous admin role is essential
• Exceptional written and verbal communication skills
• A positive and solution-focused approach to daily tasks
• Strong ability to multitask and manage competing priorities effectively
• Proficient with Microsoft Office suite and related tools
• Excellent interpersonal skills
• Collaborative team player with a focus on collective success
• Have a high level of confidentiality and integrity
• Well-presented with excellent communication skills
• Strong customer focus with a commitment to exceeding expectations
• Proactive, able to take initiative and develop creative solutions
• Flexible, enthusiastic, and a self-starter
• Capable of working independently as well as within a team. The role will be the first in Leeds for this client so initially team interaction will be with onsite teams
• High attention to detail, ensuring accuracy in all tasks

Rewards and Benefits

We believe in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including but not limited to:

• 25 days holiday, plus bank holidays(pro-rata for part time roles)
• Salary sacrifice schemes, retail vouchers – including our TechScheme which can be used on a range of gadgets such as Smart TV’s, laptops and computers or household appliances.
• Life Assurance
• Private Medical Insurance
• Dental Insurance
• Health Assessments
• Cycle-to-work scheme
• Discounted gym memberships
• Referral Scheme

You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects!

Equality and Diversity

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.

If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview please contact us at [email protected](we do not accept applications to this email address).

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