Team Administrator

We are looking on behalf of one of our clients, a well established company in Gibraltar, for a Team Administrator.

Main Duties and Responsibilities:

• Act as an initial point of contact and liaison for clients and colleagues.
• Answer and screen telephone calls politely and professionally, assisting callers, taking accurate messages and redirecting enquiries to the relevant person.
• Work proactively with fee earners to ensure that documentation is produced with speed and accuracy and meets clients’ expectations and deadlines including preparation, creation, amendment, formatting, engrossing, printing, pagination, numbering and presentation of a variety of documents in the Firm’s house style using track changes, automatic numbering/styles, cross referencing and fixing problem documents.
• Audio and copy typing, photocopying, scanning and faxing of correspondence and documents.
• Collect, sort and deliver mail/packages to and from the post room and book couriers as required.
• Assist with client and matter opening and related processes including processing new matter requests, starting electronic filing, applying billing rates, preparing engagement letters.
• Organise and maintain electronic and hard copy document management systems.
• Carry out health check and “tidy” of documents and standard templates. Undertake bundling of files related to closed matters.
• Update contact databases and maintain accurate records.
• Organise extensive international travel, business trips and itineraries including sourcing and booking flights, hotels and transport and preparing door-to-door travel packs
  (full itinerary, tickets, relevant maps and/or directions, contact numbers, arranging cash, currency, visas). Ensure travel arrangements observe budget.
• Book client and/or inter-office meetings, arrange conference calls and organise client lunches, dinners, workshops, conferences, seminars and other events including booking restaurants locally and abroad.

Requirements:

• Sound intellectual skills evidenced by a strong academic background including a combination of formal secretarial qualifications, further training and experience or educated to graduate level.
• Must hold at least 5 GCSEs (A-C) or equivalent, to include Mathematics and English.
• Experience of working in a busy client/customer facing administrative role.
• Excellent knowledge of Microsoft Office, particularly Outlook, Word, PowerPoint and Excel and used to working with house-styles and ‘problem’ documents.
• Advanced technical skills – accurate audio and copy typing circa 60 + wpm – would be an advantage.
• Able to draft, type, format, prepare and produce a wide range of high-quality documentation, correspondence, statistical information, graphics, presentations and short reports displaying sound grammar.
• Client orientated with the ability to handle highly confidential information and maintain high levels of confidentiality and discretion at all times.
• Committed to the delivery of the highest levels of customer service.