Practice and Tech Administrator, Commercial Real Estate (12 Month FTC)
Location
London
Description
The Department
The Real Estate department's core practice areas include
construction, development and urban regeneration, fashion and retail,
investment, planning and environment, residential, dispute resolution,
finance, and taxation. Our clients span both the world of corporate
and private wealth giving us a unique perspective on the market. Our
infrastructure of connections and investors coupled with our
understanding of the complex policy landscape, are both highly valued
by our clients. We find practical commercial solutions, underpinned by
a tenacious determination to get the deal done. We offer a one stop
shop for property services from acquisition and planning, through to
construction, disposal and asset management, encompassing both
commercial and residential property.
The Role
The Practice & Tech
Administrator is a team focused role, based within a practice area
in one of the Firm's fee-earning departments, where the role holder
will also be a key point of contact for Tech matters within the team.
The Practice & Tech
Administrator will work as part of the Legal Operations team to
provide timely and high quality administrative/co-ordination support
to a group of lawyers. This is a varied role, involving client
contact, working as part of a friendly and high-performing team
providing great service to our lawyers, and ultimately, the Firm's
clients. In addition the Practice & Tech Administrator will be
highly skilled in the Technology systems used in their teams, and
will have a particular interest in new technology, and will work
with the Technology and Strategy teams to test and design new
systems, as well as working closely with the Academy Tech learning
team to identify training needs within the team.
Duties and Responsibilities
To build a good understanding
of the practice's clients and work, how these align with the
Department's business strategy and that of the Firm.
Acting as a first point of
contact on behalf of the fee-earners, fielding calls, emails,
correspondence and meeting requests (both internally and from
clients), responding on behalf of the fee-earner, if appropriate.
Full calendar management for
assigned lawyers, including scheduling calls/meetings (ensuring
all supporting papers/information are available for each meeting),
looking ahead and following-up as needed to ensure best use is
made of fee-earners time).
To support fee-earners in the
smooth running of the client/matter lifecycle, following
documented procedures, ensuring all required
information/documentation is obtained, issued and correctly stored
on the Firm's systems. This will involve pro-actively chasing
fee-earners and their clients for any missing information as well
as full management of client files etc.
To develop a strong working
knowledge of the Firm's billing systems, including processes, IT
systems and specialist support available internally, to support
the fee-earners in being able to prepare and issue timely and
accurate bills to clients.
Supporting fee-earners with
monitoring and addressing unpaid bills, liaising with Credit
Control as required.
Full management of travel and
expenses for assigned fee-earners, ensuring business travel is
booked via the Firm's in-house provider. This will include both
routine and more complex travel arrangements, ensuring that
fee-earners are provided with full itineraries, supporting
materials and that business expenses are captured, approved and
processed for payment in line with policy.
Ensuring all documents are
maintained and filed in line with the Firm's electronic and hard
copy filing protocols.
Prepare, amend and proofread
documents (e.g. letters, reports, attendance notes, memos, emails,
pitch, presentations, articles etc. ensuring these are produced in
the Firm's house style, and that they are retained and filed accurately.
Assisting fee-earners keeping
their LinkedIn and Mishcon profiles up to date.
Organising business
breakfasts, dinners or smaller events and ensuring that business
expenses are captured, approved and processed for payment in line
with policy. Researching company/client information and biographies.
Assisting fee-earners logging
referrals and contacts to Interaction.
Supporting the fee-earning
teams in using existing tools and technology (including giving
access, providing admin support etc.)
Contributing to requirements
gathering for new technology and solutions, including testing and
providing active feedback.
Facilitating testing and
engaging other members of the team in any pilots for new technology.
Contributing to training and
engagement planning for new technology and solutions, in
collaboration with the Tech, Strategy and Academy Tech Learning teams.
Supporting the rollout of new
technology and solutions.
Being actively involved in
the MDR LAB programme as and when required.
Ongoing involvement in
technology product development, including identifying new use
cases for existing technology. Working closely with the Academy
tech learning team to identify training needs for Legal Operations
training on Tech subject matter, and to act as a key point of
contact between both teams as well seeking and providing feedback.
If hired within the team,
collaborating with Administrative Assistants to ensure that they
provide support with filing and archiving, scanning, photocopying,
updating contacts on Interaction and arranging couriers etc.
Liaising with other internal
departments (to obtain specialist input as needed, taking
ownership of issues and following up where appropriate.
When required stepping up to
cover Practice Assistants or working flexibly across other Legal
Operations teams as needed.
Skills/Experience
Previous experience gained in
an administrative role supporting a team in a similar professional
services environment (ideally legal).
Excellent IT skills across a
broad range of MS Office and other business management
applications, with a natural affinity for Tech and the ability to
share knowledge with others in its use.
Previous experience in a role
that has involved some responsibility for testing or supporting
the rollout of new technology and solutions would be highly desirable.
Strong time management
skills; will need to juggle a number of tasks at any given time,
plan ahead, and have the ability to re-prioritise and adapt to
changes in requirements.
Previous experience managing
calendars for multiple individuals, with the ability to apply
judgement and common sense to ensure the best use of people's time
is made, and that any potential diary clashes are pro-actively
identified and addressed.
Excellent attention to
detail, with the ability to deliver work to a consistently high
standard of precision (even under pressure) in an environment
where accuracy is prized.
A flexible approach to work:
able to respond positively and willingly to changes to
requirements, schedules, work required etc.
Organised and methodical, and
able to operate effectively within structured work processes, in
particular, with compliance/quality control frameworks.
Well-developed interpersonal
skills, with the ability to work effectively with a range of
people and working styles.
A strong team player, willing
to take on work for additional fee-earners and/or help with other
tasks as needed in order to meet the needs of the business.
Able to communicate
effectively, with warmth and professionalism, to clients and
colleagues both orally and in writing, including drafting business emails/correspondence.
High levels of discretion,
with the ability to deal effectively with sensitive or
confidential information.
Previous experience using
bespoke in-house systems (e.g. client contact databases, matter
management systems, billing systems etc.) with the willingness and potential.
Please note that this job
profile is not an exhaustive list of duties but merely an outline
of the key components of the role. You may be required by your
line manager to take on additional responsibilities when requested.
About The Mishcon de Reya Group
The Mishcon
de Reya Group is an independent, international
professional services business with law at its heart, employing over
1450 people with over 650 lawyers. It includes the law firm Mishcon de
Reya LLP and a collection of leading consultancy businesses that
complement the firm's legal services.
Mishcon de Reya LLP is based in London, Oxford, Cambridge, Singapore
and Hong Kong (through its association with Karas So LLP).
The firm services an international community of clients and provides
advice in situations where the constraints of geography often do not
apply. Its work is cross-border, multi-jurisdictional and complex,
spanning six core practice areas: Corporate;
Dispute
Resolution; Employment;
Innovation;
Private;
and Real Estate.
The Mishcon
de Reya Group includes consultancy businesses MDR
Cyber, MDR
Discover, MDR
Mayfair (in London, Singapore and Dubai), MDR
One, MDRi and MDRx.
The Group also includes MDR Lab, which invests
in the most promising early stage legaltech companies as well as the
Mishcon Academy, its in-house place of learning and platform for
thought leadership.
Earlier this year, the Group announced its first strategic
acquisition in the alternative legal services market, flexible legal
resourcing business Flex Legal. It also acquired a majority stake in
Somos, a global group actions management business.
We strive to create a fully
diverse and inclusive workplace where all our people are empowered
to fulfil their potential. We are proud of our agile working culture
and are always happy to talk flexible working.