Legal Administrator/Office Manager

Term: Permanent
Department: Office Services
Location: British Virgin Islands
The firm

We are an award-winning law firm with expertise in BVI, Cayman Islands, Guernsey and Jersey law and the agility to drive success for our clients in a fast moving world.  We provide legal advice shaped around the needs of corporate and private clients, financial institutions and intermediaries worldwide.

The department

Those in our BVI office provide support across litigation and financial services legal matters.  Our small but dedicated team on the ground need someone to provide a full range of administrative support, liaising daily with those in other locations.  This is a key role, which underpins the success of our BVI practice.

 

Other information

The Purpose

To provide flexible, efficient, confidential and high quality secretarial, administrative and organisational support services to the BVI office and all fee earners and Partners working within the BVI practice globally.  In addition, the role will entail carrying out a range of general support and office management tasks to ensure the smooth and efficient running of the office.

Main responsibilities

Providing a full range of support services to the fee earners, to include:

  • Secretarial duties (copy typing, scanning, producing and amending documentation etc.)

  • Organising the BVI office billing (raising pro-forma invoices and liaising with fee earners to process)

  • Reception and taking calls, dealing with clients via telephone and email.

  • Opening and setting up of new files and clients matters, including completing all necessary AML/Aderant forms and monitoring the progress of the forms.

  • Carrying out all relevant searches - i.e. company and high court searches.

  • Assisting with the use of DocuSign as required in the office

  • Maintenance of client contact databases/lists.

  • Liaising with finance to ensure client bills are raised and monitored.

  • Inputting time on the time recording system.

  • Managing the post, hand deliveries, couriers and other service providers.

  • Arranging meetings, lunches, conferences.

  • Organising travel arrangements and itineraries.

  • Liaising to resolve any IT issues.

  • Liaising with the Jersey office across a range of HR related matters (holidays/sickness etc.)

  • Administration and payment of supplier invoices, social security and payroll tax.

  • Co-ordinating work permits for staff with the Labour and Immigration Departments.

Overseeing the smooth running of the office to include:

  • Administration tasks related to the premises and facilities, including liaison with Jersey where necessary.

  • Office fire marshal – attend meetings with building managers (when required)

  • Maintaining petty cash and preparing monthly reports for Finance Team.

  • Ordering stationery and collecting office supplies (food, milk etc.) and meeting drinks and meals.

  • Organising office maintenance where necessary.

  • Participating in the setting up and maintenance of office systems and procedures.

  • Assisting with all office matters as to take-on and set-up of employees.

Other duties:

  • Carrying out a range of additional projects/duties as required by the Partners.

  • Main point of contact for the BVI office (attend office management calls and liaise with other offices as and when required)

Qualifications

Good standard of secondary education - minimum of A level standard.

  • Relevant administration/secretarial training.

  • Prior experience working in a similar environment

Knowledge/skills/experience 

  • Previous experience of running a small office would be helpful.

  • Confident user of key IT packages, including Word/Excel/PowerPoint/Outlook.

  • Excellent typing skills.

  • Administrative and document management experience

Competencies

We would like you to have:

  • Enthusiasm, flexibility and the ability to work in a pro-active manner.

  • The ability to time manage effectively and to prioritise and organise workflow.

  • The ability to remain calm when under pressure and to meet deadlines.

  • Numerate and accurate, with an eye for detail.

  • Strong communication skills.

  • Discreet, with an understanding of the importance of confidentiality.

  • Willingness to get involved and work as part of the team.

In this role you will be expected to:

  • Adhere to all policies, procedures and regulations including those around anti-money laundering and terrorist financing.

  • Commit to fulfilling your personal CPD requirements and to continually develop your skills and knowledge.

  • Act in keeping with our core behaviours.