Client Services Coordinator (previously know as Junior Secretary/PA) - Withersworldwide : Job Details

The Role

This role will provide point of contact support to divisional fee earners (who are not matter supervisors) and Client Services Executives as part of a team of Specialists and Coordinators. This role is a pipeline to the role of a Client Services Specialist (CSS). The role will be categorised as 'Mobile' in line with the firm's Mobile Working policy.

Areas of focus and responsibilities (not an exhaustive list):

This role will be working with multiple stakeholders across the business supporting clients and fee-earners, including but not limited to the below tasks:

• Assisting fee earners and clients as part of a team of Specialists and Coordinators.
• Providing assistance with document creation and/or communication work (not sent to DPC) including running comparisons using Litera software, converting documents (e.g. from pdf to Word or vice versa), amending correspondence and emails, creating and updating tracker documents and spreadsheets.
• Supporting with team specific tasks such as creating and preparing court bundles in advance of electronic bundle creation by DPC, creation of trust bibles, completion document bundles etcand uploading court papers where relevant, property forms and searches, and other team specific tasks delegated either by fee-earners or Client Services Executives.
• Assisting fee earners in locating documents by researching e-files and searching in iManage as necessary.
• Working with CSSs and Admin Assistants to ensure e-files are up to date and items are filed in the correct folders.
• Submitting key dates.
• Assisting the Client Services Executives generally and completing any tasks which may be delegated by them.
• Dealing with DocuSign requests.
• Diary management.
• Setting up zoom meetings.
• Assisting with updating InterAction, including updating telephone numbers and email addresses and any amendments that may be needed to existing entries, ensuring that duplication is avoided. This involves the collecting and maintaining of client relationship data and accessing this data to support fee earners in being able to cater for their clients' needs. Working with the marketing team to help fee earners to access client intelligence when undertaking targeted campaigns or events.
• Creating and updating tracker documents.
• Organising internal events and team meetings for teams and the division.
• Promptly answering all calls, taking complete and detailed messages.
• Collaborating with the marketing team on pitches, liaising with DPC to ensure they are standardised, creating and populating marketing lists and assisting with external and internal activities and events as well as assisting with LinkedIn and other social media as requested.
• Coordinating business development and travel activities for the Division.
• Completing tasks in priority order and regularly checking the group inbox to ensure no tasks are missed and all deadlines are met.
• Pro-active and eager in approach to learning, being supportive of change within the organisation and continuously developing knowledge of specialisms within the team.
• Keep up to date with latest technologies, including awareness of AI.

To be successful in this role, you must be able to demonstrate:

• Good academics - for example A levels or other relevant qualification
• Strong verbal and communication skills
• Collaboration and team working attributes
• Strong IT skills with the ability to use both existing and new tools and technology
• Good working knowledge of Microsoft Office packages (Word, Excel, Outlook, Teams)
• A calm nature, with the ability to work under pressure and to tight deadlines
• A professional, willing and proactive approach, with a keen attention to detail