Job closed
Ref: QP103-580
Job description / Role
This role will report into the Office Manager, who you will work closely with to support local Partners and facilitate their day to day work externally and internally.
Key responsibilities
• Complete 360 support on file management starting with file opening procedures, conflict searches, engagement materials, obtaining file numbers, tracking internal client protocols to ensure matters are set up correctly together with any agreed rates.
• Liaising with our internal client verification unit and secretaries of client partners to promptly obtain all required information to ensure prompt matter set up.
• Using internal systems related to file management including various portals and client facing billing systems. Monitoring fee quotes/WIP.
• Managing billing processes using our internal systems and ensuring compliance with client protocols.
• Working closing with billing team to raise invoices and to send out invoices in compliance with internal/client procedures.
• Comprehensive and proactive diary management, Scheduling appointments for stakeholders including in person meetings, virtual meetings, video conference calls, etc.
• Run conflicts, collate KYC, submit to CCU via CMI system. Ensuring physical files are up-to-date when in the office.
• Delegate, as appropriate, document production work to Eversheds In-House but able to produce accurate legal documents on tight deadlines
• Produce PowerPoint, Excel spreadsheet and Word documents as requested
• Liaising with Team Hub, providing clear instructions on documents to be photocopied, printed and/or scanned
• Travel research and booking, including flights, accommodation and taxis using our travel providers and ensuring that all bookings adhere to the ESI travel policy
• Receiving, checking and forwarding all third party costs to Team Hub, providing the correct description and file matter numbers
• Client focused with regular meetings with stakeholders to discuss outstanding actions, priorities, expectations and future planning
• Organizing and planning meetings, to include coordinating agendas and papers for internal and external meetings, booking travel and arranging for necessary equipment and refreshments using technology and resources available for both physical and virtual meetings
Requirements
Skills
• Previous experience within a global professional services environment that utilises client engagement and billing systems and protocols
• A minimum of 3 years’ experience in a similar role
• Skilled in using MS Outlook, Word, Excel and PowerPoint,
• Ability to manage multiple tasks and projects, while remaining focused on quality delivery and deadlines, maintaining a calm and considered approach when under pressure
Excellent written and verbal communication skills, with high attention to detail
• Professional and approachable demeanor
• Organised and efficient with a ‘right first time’ approach to quality of work
• Strong project management skills and the ability to manage conflicting timescales and tasks
About the Company
RecruitME are a specialized recruitment consultancy supplying top tier business support staff to Dubais leading multinational organizations. We carefully source, screen and select only the very best candidates to assist our clients in making easier recruitment decisions faster.
Differentiating ourselves from standard recruitment agencies our consultants have been carefully chosen for their backgrounds in business support for leading multinational organizations. Having been both the client and the candidate previously, we have an insiders understanding of the recruitment process and our clients needs.
What we do:
Specializing in business support positions we can assist in introducing a small selection of experienced administration, finance and human resource candidates with the relevant experience to benefit your business. Our careful screening process ensures that we have met with and can give a concise overview of each candidates skills and current situation before you meet them.
We pride ourselves on sending our clients only the very best available candidates in the market to ensure a simplified, hassle free and timely recruitment experience for all involved.