Assistant Deeds Archivist
Department: Real Estate - Professional Support Hub
Employment Type: Fixed Term Contract
Location: London
Description
The role provides administrative support across the team. The majority of the work will come directly from the Deeds Archivist, but also through the work allocated by the Hub Leader (HL)/Practice Assistants (PA)/Legal Support Assistants (LSA)/Administrative Assistants (AA) and real estate lawyers. The role is to support with the effective and secure handling of deeds held by the Firm.
Key Responsibilities
Client Relationship Management
- Taking instruction from the Deeds Archivist to undertake tasks relating to archiving/file requests.
- To obtain knowledge of client specific protocols and processes, and building these into current practices, working with the Deeds Archivist and the Office of the General Counsel (OGC) and Client Partners where required.
Administrative
- Handle and securely store deeds adhering to the Firm's policies and procedures.
- Arranging for deed records to be correctly entered in the Firm's and the storage companies online deeds databases.
- Requesting and processing deeds from other offices and from the storage company as needed.
- Re-assign deeds which are in the name of a leaver or any general change in fee earner when notified.
- Maintenance of deeds records, ensuring receipted schedules are attached to any closures as and when received.
- Ensure deeds received IN are booked out on the Firms Deeds database.
- Scheduling and sending out of deeds ensuring secure transportation.
- Answering any enquiries raised from internal colleagues.
- Assisting the HL/PA/LSA/AA with scheduling.
- Assisting the HL/PA/LSA/AA with general office administrative tasks where capacity allows (e.g. scanning, printing, assisting with post and deeds etc).
- Checking deeds and schedules for accuracy and updating where necessary.
- Assisting the Deeds Archivist with reducing our storage needs with the external storage company, including liaising with lawyers to obtain approval for destruction of deeds where appropriate.
- Any other administrative duties required in this role.
Communication
- Liaising with the Deeds Archivist on workloads and ensure deadlines are consistently met.
- Assisting HL/PA/LSA/AA and Deeds Archivist on large projects.
- Report any Restore (the external storage company) level issues to Deeds Archivist.
- Communication with the real estate lawyers and providing updates to the head of Commercial Real Estate on progress with tasks as required.
Processing
- Responsible for managing priorities and workloads to ensure deadlines are met. Liaising with Deeds Archivist where challenges arise.
- Checking client and internal data for accuracy.
- Ensuring compliance with firm wide/department policies and procedures.
Customer Service
- Maintain a high standard of customer service within your area of responsibility.
- Adhere to all firm policies and procedures.
- Consistently and appropriately update service users on progress where appropriate.
Firm wide:
- Understands DAC Beachcroft is an international firm. Works with awareness of this structure to operate as one team/brand.
- Actively operates in the best interests of the firm at all times internally and externally.
- Operates in a regulated environment, effectively managing risk and compliance issues including data security.
- Works in partnership with others to manage and mitigate commercial risk.
- Uphold client confidentiality in line with GDPR.
Skills, Knowledge and Expertise
- Relevant office-based archivist experience or similar experience which would indicate an ability to acquire the necessary skills
- An aptitude for archivist management and processes
- Intermediate knowledge of Microsoft Office
- An effective communicator with the ability to liaise with internal and external clients in a professional manner; striving to provide exceptional service at all times
- Good organisational skills and ability to manage own time effectively within a fast-paced environment
- Conscientious, taking personal responsibility for own work and accountability for its delivery and quality
- Positive can-do attitude with the ability to adapt to change
- Excellent attention to detail
- Customer/client service focused
