Legal Administrator

IBB's Construction team advises a wide range of clients including banks, institutions, funds, developers, house builders, contractors, consultants, charities and private individuals.

Our lawyers are on hand to take you through the process including the selection of suitable procurement structures, the drafting and negotiation of the full suite of construction documents, satisfying the requirements of lenders and interested third parties and carrying out due diligence audits.

We are here to help if issues arise during the course of your project, including matters arising in relation to payment, access (including crane oversailing and scaffolding licences), termination, defects, practical completion and insurance.

We recognise that parties can sometimes end up in dispute. Our lawyers are experienced in the different methods of dispute resolution used in the construction industry including adjudication, mediation, arbitration and court proceedings (in the Technology and Construction Court and higher courts).

As an established development team we act for some of the leading development companies in the South East. IBB's team is regarded as a leader in the region, with considerable expertise in the acquisition funding and letting of commercial development sites, including retail leisure parks, offices, industrial developments and trade outlet centres. Prominent legal directories such as Chambersand The Legal 500place us in their top tiers in terms of expertise and experience in the South East.
 

This is an exciting opportunity for a methodical, organised and efficient administration support person to join IBB.   This is a support role working with Partners, Solicitors and other support staff across a busy real estate group undertaking a number of key routine and non-routine tasks. 

• Assisting with the efficient photocopying, binding, faxing, printing, scanning, filing and document management of correspondence, plans, deeds and documents on both contentious and non-contentious matters. For non-contentious matters this will include the scanning and electronic filing of deeds and documents onto internal systems and client portals.  For contentious matters this will include assisting with the preparation of (either electronically or paper copies) exhibits for appending to Counsel’s instructions, witness statements and/or hearing bundles using electronic bundling software, where necessary
• File opening in accordance with IBB procedures to include data input, completion of internal forms and procedures, preparation of anti-money laundering documentation, setting up any paper file (if needed), preparing the initial letters for fee earner review.
• File closing in accordance with IBB procedures to include data input, checking ledger balances, filleting files, returning client documents, and completion of any appropriate internal forms.
• Preparation of bills in accordance with IBB procedures, to include client invoice guides/commentaries, collating disbursement receipts, liaising with accounts and preparing all documentation to be sent to the client in accordance with defined procedures
• Liaising with HM Land Registry, to include downloading documents from their business portal and filing applications
• Liaising with HM Courts and Tribunals Service, to include filing documents by post and via their e-filing portal
• Paying third party disbursements, including experts’ and Counsels’ fees
• The preparation of posting slips for monies in/out of client account, in accordance with IBB procedures
• Filing incoming correspondence, outgoing copies, invoices, reports and paper files in/out of the filing system.
• Assisting with file checking and organising in preparation for quality audits.
• Checking deeds in and out of the deeds storage facility. Collecting deeds from the floor and returning them to storage
• Ad hoc data input as and when required
• Preparing outgoing mail and enclosures for dispatch
• Checking lengthy documentation and proofreading as required
• Assisting with other general administrative duties as directed
• Proficient in audio typing
• Ordering Local Searches

Qualifications

• “Educated to ‘A’ level or equivalent (preferred)

Skills and Experience

• Excellent organisational skills with the ability to use own initiative and work with limited supervision and able to work to deadlines whilst maintaining the highest quality standards and attention to detail.
• Knowledge and genuine interest in Property / Real Estate law, and experience of working within a similar Commercial Real Estate team (desirable)
• Strong oral and written communication skills.
• Strong numeracy skills.
• Strong proof-reading skills
• Advanced working knowledge of Microsoft applications including Outlook, Word, Excel and PowerPoint.
• Reliable, adaptable and flexible: able to embrace change. Is responsive to different ways of working and learns new tasks quickly. Prepared to undertake all tasks as required by the role with a positive “can do” attitude.
• Ability to demonstrate a commercial awareness and professionalism always and ability to keep calm under pressure.
• An excellent work ethic and commitment to a career in professional services
• Able to demonstrate confidentiality and personal integrity in all aspects of work.
• Able to work collaboratively with others to achieve a task and to build and sustain good working relationships but equally able to work effectively alone.