Term: Permanent Working hours: Full-time Department: Commercial Real Estate Location: Uxbridge
(This role requires full time attendance in the office)
IBB Law is not your usual law firm. We work hard to understand our clients and deliver the best solutions to let them get on with what matters to them most – be that personally or in their businesses. We have one foot in the Thames Valley and the other in the thriving inward investment market of West London. Close to Heathrow, we are perfectly placed to support businesses, both regionally and across the UK. We are a modern law business that is proud of the people we work with – both our clients and our employees. We care about the communities we serve and take time to reach out to those in trouble through our community legal services. We provide expertise in commercial, property and private client law.
This is an exciting opportunity for a methodical, organised, and efficient administration support person to join IBB. This is a support role working with partners, solicitors and other support staff across a busy real estate group undertaking a number of key routine and non-routine tasks.

Key Responsibilities

• Assisting with the efficient photocopying, binding, faxing, printing, scanning, filing and document management of correspondence, plans, deeds and documents to include the scanning and electronic filing of deeds and documents onto internal systems and client portals.
• File opening in accordance with IBB procedures to include data input, completion of internal forms and procedures, preparation of anti-money laundering documentation, completing all the client onboarding processes to include verification of ID, preparing the initial letters for fee earner review.
• File closing in accordance with IBB procedures to include data input, checking ledger balances, filleting files, returning client documents, completion of internal forms including maintaining a list of files sent to storage and sent away.
• Preparation of bills in accordance with IBB procedures, to include collating disbursement receipts, liaising with accounts and preparing all documentation to be sent to the client in accordance with defined procedures
• Liaising with HM Land Registry, to include downloading documents from their business portal and filing applications
• Paying third party disbursements, including experts’ fees
• The preparation of posting slips for monies in/out of client account, in accordance with IBB procedures
• Collecting incoming post from the post room, scanning and distributing the same
• Assisting with out going correspondence and documentation, to include preparing engrossments of documents for signature
• Managing the distribution of electronic documents for signature via DocuSign
• Filing time sheets, incoming correspondence, outgoing copies, invoices, reports and paper files in/out of the filing system.
• Assisting with file checking and organising in preparation for quality audits.
• Checking deeds in and out of the deeds’ storage facility. Collecting deeds from the floor and returning them to storage
• Ad hoc data input as and when required (CRM and PMS)
• Completing draft applications for conveyancing searches and procuring quotations for fee earners
• Checking lengthy documentation and proofreading as required
• Assisting with other general administrative duties as directed

Person Specification

QUALIFICATIONS

• Educated to degree level standard or equivalent, preferably in Law or, alternatively, experience in an administrative function

SKILLS AND EXPERIENCES

• Excellent organisational skills with the ability to use own initiative and work with limited supervision and able to work to deadlines whilst maintaining the highest quality standards and attention to detail.
• Experience of working in an office environment, including data entry, archiving, office support of document management function, and experience of working in a law firm in Real Estate preferred
• Knowledge and or genuine interest in Property / Real Estate law.
• Strong oral and written communication skills.
• Strong numeracy skills.
• Strong proof-reading skills
• Advanced working knowledge of Microsoft applications including Outlook, Word, Excel and PowerPoint.
• Reliable, adaptable and flexible: able to embrace change. Is responsive to different ways of working and learns new tasks quickly. Prepared to undertake all tasks as required by the role with a positive “can do” attitude.
• Ability to demonstrate a commercial awareness and professionalism always and ability to keep calm under pressure.
• An excellent work ethic and commitment to a career in professional services
• Able to demonstrate confidentiality and personal integrity in all aspects of work
• Able to work collaboratively with others to achieve a task and to build and sustain good working relationships but equally able to work effectively alone.

• Assisting with the efficient photocopying, binding, faxing, printing, scanning, filing and document management of correspondence, plans, deeds and documents to include the scanning and electronic filing of deeds and documents onto internal systems and client portals.
• File opening in accordance with IBB procedures to include data input, completion of internal forms and procedures, preparation of anti-money laundering documentation, completing all the client onboarding processes to include verification of ID, preparing the initial letters for fee earner review.
• File closing in accordance with IBB procedures to include data input, checking ledger balances, filleting files, returning client documents, completion of internal forms including maintaining a list of files sent to storage and sent away.
• Preparation of bills in accordance with IBB procedures, to include collating disbursement receipts, liaising with accounts and preparing all documentation to be sent to the client in accordance with defined procedures
• Liaising with HM Land Registry, to include downloading documents from their business portal and filing applications
• Paying third party disbursements, including experts’ fees
• The preparation of posting slips for monies in/out of client account, in accordance with IBB procedures
• Collecting incoming post from the post room, scanning and distributing the same
• Assisting with out going correspondence and documentation, to include preparing engrossments of documents for signature
• Managing the distribution of electronic documents for signature via DocuSign
• Filing time sheets, incoming correspondence, outgoing copies, invoices, reports and paper files in/out of the filing system.
• Assisting with file checking and organising in preparation for quality audits.
• Checking deeds in and out of the deeds’ storage facility. Collecting deeds from the floor and returning them to storage
• Ad hoc data input as and when required (CRM and PMS)
• Completing draft applications for conveyancing searches and procuring quotations for fee earners
• Checking lengthy documentation and proofreading as required
• Assisting with other general administrative duties as directe