Job Details of Team Administrator

Job Title : Team Administrator

Hours of work : Up to 40 hours per week, with flexibility to meet the demands of the job. 4 days in office, 1 day working from home.

Location : Dubai

Purpose of the role:

Provide proactive and professional support to the Middle East offices. Services to be delivered to the business in a manner which is consistent with the increasingly competitive environment in which the Firm operates.

This role is intended to embrace a team-working approach, collaborating with LPAs, lawyers and other members of business operations to fulfil the needs of the business. A Team Administrator will, collectively, work with every member of the team to ensure that overall needs are met.

Support may be required to be provided to staff from more than one business unit and numbers and content of the group may change from time to time to reflect the current structure of the Firm.

Key Responsibilities: include but are not limited to the following:

Administration

• Maintaining filing systems (both paper and e-mail based). Ensuring that all files are kept up to date at all times. Setting-up and maintaining new filing systems. Printing-off matter related e-mails on request and ensuring paper copies are held on file (where appropriate).
• Archiving and retrieving files and deeds from storage as required
• Arranging lunches both internally and externally as needed. Liaising with reception to ensure all room bookings and hospitality requirements are in place.
• Assisting other members of the Middle East offices with overflow work
• Arranging transportation for lawyers within UAE when required
• Updating lawyers' client contact databases (InterAction)
• Taking the initiative and responsibility for liaison with IT support, facilities and other internal teams to ensure the office is kept safe and in good repair at all times.
• Taking complete responsibility for any copying, faxing, printing or scanning required by lawyers, including preparation of large files, bibles or bundles of documents (hard copy and electronic), including pagination and indexing.
• Cover reception during lunch hours and absences as and when required.

Providing assistance to LPAs

• In conjunction with Business Development preparing and sending out brochures to prospective clients and management of the interface with the Marketing Group including provision of contacts for seminars
• Arranging travel and accommodation for local, national and international travel (and ensuring that those arrangements comprise the most cost effective solution to meet the legal or client team's travel requirements)
• All aspects of lawyers billing requirements (i.e. generating pre-bills, narrative amendments and finalise bills, liaising with lawyers in relation to any specific requirements about their billing including the timing thereof). Dealing with routine queries concerning information on contract rates, time and disbursements
• Preparation and submission of lawyers' expenses, including chasing lawyers for receipts and mileage information following meetings and business trips and following up on authorisations.
• Submission of Disbursements including verification of bank details
• Performing conflict searches, assisting with opening new files and obtaining KYC
• Collating and preparing information for meetings, both internal and external. Producing and circulating agendas and itineraries, as appropriate. Liaising with reception to ensure all room bookings and hospitality requirements are in place.
• Assisting with document formatting, applying house styles, converting documents to/from PDF
• Assisting with other ad hoc tasks, including but not limited to, completing vendor forms, preparing audit letters, preparing court bundles and assisting with DocuSign

Business Services

• Assisting BD with Event organisation and support and administrative tasks, including preparing invite lists, tracking RSVPs, badging and registration desk
• Assisting Information Services with the organisation of internal training, maintaining the Middle East training calendar, keeping training records up to date and assisting with CLPD filing forms

Client Services

• Answering incoming telephone calls in a professional manner
• Dealing with enquiries from internal and external callers
• Awareness at all times that you are the "face of the firm", i.e. the first port of call for potential new instructions
• Building a good knowledge of lawyers' clients and developing a rapport with members of the client team (forging and maintaining relationships with members of the client team)

Person Specification:

Qualifications & Experience

• Administration experience in a busy environment
• Previous work in a law firm advantageous but not required.
• Good level of numeracy
• Good English language and grammar skills

Professional/Technical Skills

• Excellent organisational, communication and administrative skills
• Meticulous eye for detail and accuracy
• Good IT skills, being able to quickly learn new software and programme.
• Excellent knowledge of Microsoft Word, Excel and Outlook required.

Skills/Abilities/Aptitudes

• Excellent interpersonal skills
• Excellent project and time management skills
• Exhibits approach and behaviours consistent with firm values of 'approachable', 'bold' and ‘connected’
• Willingness and enthusiasm to work with and support the group.