Deeds & Records Management Administrator - Liverpool - CMS UK : Job Details

We are currently recruiting for a Deeds & Records Management Administrator to join our team in the Liverpool office.

About the role

The successful candidates duties will include Deeds and Records Management tasks and also providing support to the Facilities department.

In this role, you can expect to get involved in a variety of work including:

Deeds Management

• Sorting deeds into the relevant sections
• Scheduling deeds creating new schedules
• Updating existing schedules.
• Check incoming deeds against schedules prepared by other side
• Converting large PDF to word
• Maintain deed packets in relation to movements
• Assist fee earners with maintenance of extranet sites
• Request deeds from or send deeds to offsite storage
• Add new deeds onto the records management system
• Use various Records Management systems and software packages
• Undertake project work as directed by fee earner or Deeds Manager
• Examining deeds for relevant information.
• Dealing with external clients and other firms on some transactions.
• All other duties in relation to deeds as required

Records Management

• Assist with the operation of incoming and outgoing records by monitoring email requests
• Add new files and deeds onto the Records Management database
• Collate and send deed and file requests to offsite storage vendors
• Check deliveries in and out of the firm and file the order sheets and emails
• Deliver and collect files, deeds and boxes to and from fee-earners within agreed / contractual SLAs
• Enter accurate and good quality data onto the relevant systems / platforms
• Liaise with internal customers to address anomalies on box / deed schedules
• Check (and prepare where necessary) items for storage including production of labels
• Accurately process e-mail, telephone and written requests for file and deed retrievals, within agreed / contractual SLAs
• Undertake searches on archive databases for items which require retrieval
• Liaise with the storage suppliers concerning queries

Facilities

• Be the go-to person for facilities related queries in the office, maintenance reporting, manage contractors on site, check cleaning standards with provider(audit), monitor environment i.e. heat/cool
• Check and request consumables - stationery(via Sheffield), coffee machine products(via Sheffield), breakfast items (via Sheffield), milk order, tea coffee etc
• Replenish breakfast food stocks and top up coffee machine
• Order meeting room catering (although could possibly be done via Client Services Sheff or Manch)
• Access control - monitor temp passes, order new passes
• Ensure AV equipment is tested daily and in good working order, report any issues to IT
• Deal with post adhering to guidelines set up - incoming and outgoing
• Conduct building induction with new joiners/ check desk set up with IT

We will invest in your ongoing training and development to support your professional goals and help you to thrive in your role from day one. Our opportunities are open to all suitably qualified applicants, so to be considered for this role, you must meet the following skills and experience:

• Basic understanding of Real Estate practice and the legal industry
• Strong attention to detail and fast, accurate typing
• Confident using Excel, Word, and Records Management systems (Internal and external systems)
• Able to work independently and as part of a team
• Organised, methodical, and able to manage time effectively
• Professional communication skills and a client-focused mindset
• Eagerness to learn, take initiative, and continuously improve
• Demonstrates integrity, reliability, and a positive attitude

If you would like to read more information regarding our range of benefits, please visit our Rewards & Benefits page on our website.

At CMS, we place diversity and inclusion at the centre of our culture and the heart of our organisation. As a firm we recognise, celebrate, and embrace the diverse talent our society has to offer because we know that to solve big problems, we need the best and brightest minds available to us. In support of this goal, we commit to actively breaking down barriers which stand in the way of those from diverse backgrounds and play our part in levelling the playing field. We are a Level 2 Disability Confident Employer, and we actively encourage applications from people with disabilities, whether visible or invisible. We are committed to promoting equality of opportunity throughout our recruitment process and in every element of the employee life cycle. If you require assistance, or if you would like to discuss any accessibility requirements or adjustments as part of the recruitment process, please contact a member of the Talent Team at who will be happy to support you.

We look forward to receiving your application online via the CMS careers site. Please contact our Talent Acquisition team if you have any questions.

Please note that we have a preferred agency panel in place. Only applications submitted via the portal at the point of instruction will be accepted.

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