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Owen Reed
,
London, Greater London
Client Administrator - Residential Property
Overview
Owen Reed are recruiting for a Client Administrator to join a top law firm in Mayfair. The Client Administrator will operate successfully in a pressurised and fast-paced environment, working as part of a Client Administrator team to process all required compliance and billing administration for client matters. The Client Administrator will report to the Secretarial Team Leader. Main duties of the Client Administrator • Manage the CMI process by ensuring all activities and duties adhere to risk and compliance requirements, including: completion of the CMI process in Prescient including gathering of initial documents according to the Compliance Team’s guidance documents • Liaison with the Compliance Team and the fee earning team to complete the process; and • Arranging calls/meetings with fee earners to go through file management of open matters • Running conflict checks in Prescient, including: sending a conflict check email to the designated distribution group; ensuring that the results are reviewed by the matter associate and subsequent correspondence is saved to the matter file • Supporting on case-related work, completing tasks for matters/files e.g. engagement letters and maintaining client & matter data within the case and practice management system • Producing first draft engagement letters and liaising with the matter associate to ensure the letter is completed, signed and sent to the client. Ensuring the signed letter (and any subsequent correspondence with the client relating to the terms of the engagement) is saved in the appropriate place • Organising and maintaining hardcopy and soft copy files to ensure an up to date and current client file at all times • Pre & post completion processes (SDLT/AP1/TRI/HMLR) • Submitting searches • Take responsibility for processing bills, including o Run off the narratives from the system and give to secretaries o attend internal meetings with relevant secretaries o print WIP reports and billing guides for partner/associate o close relevant files from the WIP list, prepare file closure forms o liaise with the billing team, produce the relevant documentation and reports and prompt fee earners to complete all necessary paperwork o prepare and assist with client communications, o Print billing letters, get partner to sign then scan to the file and post the bill, marking as ‘sent’ on prescient o Finalise Financial Statements (cross reference completion statement with monies received from client to be returned) • Liaising with relevant department regarding billing, chasing bills, KYC, file opening & payments • Ensure deadlines are met through management of own time • Consistently demonstrate a willingness to own/tackle problems as they arise and ability to identify issues for upward referral • Any other tasks as reasonably required by Team Leader