Client Services Executive (Legal PA)

Charles Russell Speechlys

13d ago

Job
Full-time
Mid & Senior Level
Customer Relations
People, HR & Administration
London

AI generated summary

You must type 60 WPM, excel in Microsoft Office, have Practice Management experience, be solutions-focused, possess strong communication skills, and demonstrate excellent customer service and attention to detail.
You will coordinate client projects, manage communications, assist in billing, support Partners with tasks, ensure accurate records, and enhance client services while complying with regulations.

Requirements

- Accurate typing speed of at least 60 words per minute
- Advanced knowledge and experience of using Software including all Microsoft Office packages
- Experience of using Practice Management systems
- Demonstrate solutions-focused working methods
- Demonstrate the ability to use initiative and develop solutions to ensure a good service is provided at all times
- Excellent verbal and written communication skills
- Solid Customer Service centric experience and work ethic
- Proactive Team Player
- Organised
- Good interpersonal details with the ability to adapt style and approach
- Attention to detail and accuracy

Responsibilities

- Distribute and co-ordinate appropriate support for specific client projects
- Set up processes for client matters through liaison with Partners, Fee Earners and client contacts
- Support Partners, Fee Earners and the Business Development and Marketing Teams with preparation of pitches, presentations and events and with other projects and tasks
- Identify and act upon process improvements across the team to enhance both internal and external client services
- Ensure that all client related correspondence is received by the appropriate Partner or Fee Earner
- Take an active role in relationship management and client care
- Enter and ensure accuracy of client information on the Client Relationship Management system, currently InterAction
- Communicate with external clients both independently and upon instructions from Partners and Fee Earners
- Arrange client meetings and ensure efficient responses to written and verbal client queries
- Check to ensure clients terms of business in place as soon as file opened and to follow up with Fee Earners accordingly
- Take internal and external telephone queries, responding as appropriate and ensure that all messages are passed on in a timely manner
- Liaise with relevant Business Resource teams on behalf of Partners and Fee Earners
- Liaise with the Client Service Lead over planned absences, arranging cover as necessary and communicating this to the relevant Partners and Fee Earners
- Assist Partners and Fee Earners in ensuring time recording is up to date and captured in a timely manner
- Liaise with the appropriate Finance team in relation to invoices, expenses, client billing and accounts
- Process invoices and expenses on the online system, currently Chrome
- Assist the billing and credit control processes and liaise with the Finance team in relation to these to ensure a consistent and efficient approach
- Produce standard financial and time reports through the system
- Participate in distribution of work and monitor progress of work allocated to Client Service Administrators to ensure tasks are completed in a timely manner
- Monitor and track all tasks and prioritise accordingly
- Diary management and coordination to ensure Partners and Fee Earners receive regular updates on meeting arrangements
- Take responsibility for room booking and meeting coordination, including confirmation of attendees, arranging relevant technology, refreshments, and catering
- Ensure travel bookings are completed and that relevant information is submitted and communicated in advance
- Arrange for the photocopying, scanning, printing and filing to be carried out by the team
- Arrange for files to be opened, closed and maintained
- Supervise Client Services Administrators’ record keeping and general filing tasks
- Use effective systems to ensure both short and long term tasks are completed within required timescales
- Assisting other members of the team, both proactively and at the request of the Client Services Lead
- Provide cover for the Client Document Executives as necessary (for example during periods of heavy workloads, holiday or sickness periods)
- Short dictations and basic amendments and document updates
- Conflict searches, file opening and risk assessment forms
- Drafting letters of engagement
- Updating and maintaining integrity of information held in Outlook, InterAction and 3E
- Minor document production amendments and assistance
- Working effectively with other legal and Business Resource teams as required
- Any other duties as reasonably requested by Partners, Fee Earners, Client Services Leads or the Internal Client Services Manager
- Comply with all relevant legal and regulatory obligations including the Solicitors Regulation Authority (SRA) Standards and Regulations, and Principles.

FAQs

What is the primary focus of the Client Services Executive role?

The primary focus of the Client Services Executive role is to identify the best approach and methodology to provide exceptional service levels to Partners, Fee Earners, and their clients.

What are the key responsibilities of a Client Services Executive?

Key responsibilities include project coordination, client relationship management, communication, financial support, administrative tasks, and other duties as requested by partners or team leads.

What skills are required for the Client Services Executive position?

Required skills include an accurate typing speed of at least 60 words per minute, advanced knowledge of Microsoft Office packages, experience with Practice Management systems, and solution-focused working methods.

Is prior legal experience necessary for this role?

While prior legal experience can be beneficial, it is not explicitly stated as a requirement for the position.

What software is utilized in this role?

The role utilizes various software including Microsoft Office, the Client Relationship Management system (currently InterAction), and the financial processing system (currently Chrome).

Are there opportunities for professional development in this position?

Yes, the Client Services Executive is expected to discuss any training requirements with the Client Services Lead to ensure their skills are up to date.

What are the working hours for this position?

The position is full-time, and specific working hours will be communicated during the hiring process.

Where is the job located?

The job is located in London.

What type of contract is being offered for this position?

The position offers a permanent, full-time contract.

What benefits are offered with this role?

The job description mentions a competitive salary, but further details about specific benefits will likely be provided during the interview process.

Charles Russell Speechlys

Here today for your tomorrow

Law

Industry

1001-5000

Employees

Mission & Purpose

Charles Russell Speechlys is a law firm headquartered in London with offices in the UK, Europe, Asia and the Middle East. We have an unusually broad range of skills and experience across the full spectrum of business and personal needs. This gives us a wider perspective, clear insight and a strongly commercial long-term view. We use this approach to secure the growth of our clients as they move confidently into the future. It has made us a leader in the world of dynamic growth and family businesses, and among the world’s leading creators and owners of private wealth and their families. Major corporates and institutions find our more considered and personal approach a refreshing alternative to conventional business law firms.