Key Responsibilities
Matter Management
- Client and matter clearance and opening
- Liaising with clients on matter management processes including AML processes
- Maintaining and drafting of Engagement letters
- MTM File maintenance
- Managing associate's checklist and matter file list
- Maintaning and updating of Matter document folder in IManage
- Matter project administration (from the opening to the closing of matter including setup of matter SharePoint site, to supporting post-closing activities such as bibling, archiving)
- Client & matter-team meetings
Commercials/Billing/Collections
- Monitoring and recording project scope and adjustments, estimates, caps, billing agreements
- Matter balance report and client weekly fee updates
- Working Capital management – facilitate all WC activities:
- Attending and organising monthly meeting between relevant partner and working capital team to review WIP/Debt positions.
- prepare for monthly meetings by circulating drafts to fee earners for review, with final review by lead associate
- If meetings need to move due to client commitments, responsible for rearranging meeting to ensure it occurs first two weeks of every month
- Support Billing and collection tasks including raising timely and accurate GMPS bills, invoices, tax computations and write-offs for billing team's review. Liaise with the billing team and dispatch invoices to clients safely
Business Development Support
- Support Partners and the BD team with business development activity:
- amend business development and client focus materials including CVs, pitches, presentations, client briefings etc.
- monitoring of business development collateral such as CVs and MIS to ensure it is up to date
- organise, facilitate and provide host support for internal events and client events where required, including virtual events.
- facilitating updates to clients
Matter Team Support
- Document production and DPU liaison where necessary, includes:
- transcribing, editing and amending legal and other documents.
- convert, compare, copy type and proofread the same as necessary, ensuring that documents comply with house style
- Signing pages where applicable
- e-Filing where applicable
Best Delivery/Legal Tech/KETL Opportunities/Projects
- Understand and support the use of legal technology, including facilitation and management of solutions applied to a matter where necessary. Includes knowledge of the Best Delivery checklist.
- Best delivery tools superuser
- Facilitate end of matter review to identify follow on opportunities such as deal reviews, KETL opportunities etc
Complex Travel Arrangements
- Flight and hotel bookings, changes, insurance, visas and other travel related services which a team assistant/concierge is unable to manage effectively
- Planning of itinerary travel route and liaising with clients for meetings
- Reservation of hotel meeting venues, restaurants and work desks in other local offices
The duties assigned above are not a comprehensive list and are a summary of your core duties which may evolve from time to time