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Office Administrator

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Williams Lea

2mo ago

  • Job
    Full-time
    Junior, Mid & Senior Level
  • Legal
    People, HR & Administration
  • Coventry
  • Quick Apply

AI generated summary

  • You should have admin experience, be flexible and dependable, remain calm under pressure, possess strong interpersonal skills, maintain confidentiality, and demonstrate exceptional attention to detail.
  • You will provide administrative support, manage documents, liaise with clients and teams, assist in billing and finance tasks, and ensure effective filing and communication.

Requirements

  • Previous experience in an administration, or a similar role
  • Flexible and dependable, able to take initiative
  • Able to remain calm under pressure and work to tight deadlines and defined SOPs
  • Conscientious, approachable and enthusiastic
  • Able to quickly build confidence, respect and trust with others
  • Have a positive approach to daily tasks and have a solution and service delivery focused working method
  • Adaptable to change
  • Team player
  • Excellent interpersonal skills
  • Solutions focused
  • Have a high level of confidentiality and integrity
  • Exceptional attention to detail

Responsibilities

  • Provide efficient and reliable administrative support, including document scanning, preparation of bundles, photocopying, printing, filing and other general administrative tasks
  • Liaise directly with fee earners to discuss support requirements, where necessary
  • Ensuring all new matter instructions are set up on the systems promptly and accurately
  • Monitoring and responding to emails in a professional and timely manner
  • Taking telephone calls on behalf of the team, independently resolving as many enquiries as possible and escalating where necessary
  • Telephoning clients or third parties to confirm bank details
  • Supporting Executive Assistants accordingly with new enquiry activities
  • Supporting to ensure all critical activities are progressed within required timelines
  • Quality checking of returned document production output ensuring accuracy and high quality
  • Liaising with Executive Assistants and finance regarding write offs for WIP/disbursements, credit notes, billing and invoicing activities in a timely manner
  • Assisting fee earners in the billing and credit control process – generating accurate billing reports, draft bills, and accompanying letters in a timely manner
  • Assisting fee earners with finance tasks – requesting cheques, CHAPS/BACS payments, bank transfers and paying in money received, as appropriate
  • Supporting with file closure activities as requested and sending items to storage
  • Drafting standard and templated cover letters where required
  • Supporting with the collection of aged debt in line with lettering process, as and when required
  • Processing the incoming post daily in a timely manner, quality checking scans against hard copies and filing appropriately. Filing/destroying hard copies as appropriate and in line with any firm retention/destruction policies
  • Handling original documents such as wills and deeds, including scheduling of deeds. Ensuring records are accurately kept up to date and liaising with the relevant teams as required
  • Delivering an exceptional electronic and hard copy file management service, ensuring maintenance of accurate filing systems for electronic and hard copies, logging deeds and documents in a timely manner, where required. Ensuring all elements of filing are up to date and items are labelled in accordance with company policy and naming convention, filing attachments to e-mails separately alongside the original e-mail etc.
  • Managing outgoing mail tasks, printing and collating hard copy enclosures and obtaining approval where required, ensuring a high level of accuracy
  • Preparing engrossed and certified copies of original documents
  • Preparing electronic bundles including the use of bookmarks and hyperlinks where required
  • Supporting the Executive Assistants and fee earners in completion of file reviews in line with firm timelines and requirements, where required
  • Taking meeting notes where required
  • Where relevant, using third party systems, portals or websites to undertake department specific tasks
  • Liaising with internal departments including finance and compliance, where required
  • Prioritising the workload effectively by deadline, importance and time sensitivity
  • Actively participating in all relevant training
  • Demonstrating flexibility with working practices/processes in line with the business need, especially in times of pressure/high workload
  • Supporting the wider business where required and necessary, including other members of the wider support and different legal teams, both proactively and at the request of team leaders
  • Ensure that personal and team working areas are always kept tidy and professional
  • Attend both team and firm wide meetings and trainings where scheduled

FAQs

What is the work model for the Office Administrator position?

The work model is fully onsite.

What are the working hours for this role?

The working hours are 36.25 hours per week, Monday to Friday, from 9 am until 5:30 pm, with a 1 hour and 15 minute unpaid break.

What are the key responsibilities of the Office Administrator?

The key responsibilities include providing administrative support such as document scanning, preparation of bundles, liaising with fee earners, managing emails and calls, assisting with billing and finance tasks, maintaining filing systems, and ensuring quality in document production, among others.

What qualifications or experience is required for this position?

Previous experience in an administration or similar role is required.

What personal attributes are desirable for an Office Administrator?

Desirable personal attributes include being flexible and dependable, able to work under pressure, having excellent interpersonal skills, being conscientious and detail-oriented, and maintaining a high level of confidentiality and integrity.

What benefits does the company offer to employees?

Benefits include a free on-site car park and café, 25 days holiday plus bank holidays, salary sacrifice schemes, life assurance, private medical and dental insurance, health assessments, a cycle-to-work scheme, discounted gym memberships, and a referral scheme.

Is there any support for employees with disabilities?

Yes, the company values diversity and includes support for employees with disabilities. They can apply in a different format or request adjustments for interviews by contacting the specified email.

Is there room for career development and advancement in this role?

Yes, the position offers opportunities for career development and advancement within the global employer.

What type of environment does Williams Lea promote?

Williams Lea promotes a culture that values openness, fairness, and transparency, and they are committed to equality and diversity in the workplace.

Where is the Office Administrator role located?

The role is located in Leamington Spa, CV34 6BF.

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Williams Lea

The leading global provider of business-critical support services to financial, legal & professional services firms.

Consulting
Industry
5001-10,000
Employees
1820
Founded Year

Mission & Purpose

Williams Lea is a global provider of business-critical support services, specialising in document management, digital transformation, and business process outsourcing. Their ultimate mission is to help organisations enhance efficiency and improve performance by delivering innovative solutions and operational excellence. The purpose of Williams Lea is to enable clients to focus on their core business activities while they manage the essential support functions, thereby driving productivity and creating value for their clients.