Team Administrator (Legal Team)

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  • Job Reference: PR/000941
  • Job Title: Team Administrator (Legal Team)
  • Location: Central London
  • Basic Salary Range: Up to £28,000 + Excellent Package
  • Job Type: Full Time
  • Posted 1 year ago
  • This position has been filled

Key Responsibilities:

  • Administrative duties
  • Administrative support to team of lawyers and paralegals
  • Provision of administrative support services to the team, including secretarial support (printing, faxing, couriers, processing invoices and expenses and diary management/meeting organisation)
  • Record management of original documents safe custody, both in house and custodian
  • Point of contact for both team and staff often on where generally accessible legal information is kept
  • Coordination and arrangement of signing of all relevant documents, including all signed originals on investment transactions and liaising with third parties
  • Creation and maintenance of fund and deal bibles in electronic copy.
  • Co-ordination and ensuring all relevant legal information and spreadsheets are kept up to date via periodic checks.
  • General documentation support including word and excel skills.
  • Assistance with maintaining electronic system of directorships and other information for investee companies as required

Investment and trading documentation

  • Responsible for scanning, saving, updating spreadsheets, logging of originals in safe and couriering originals, working with the relevant team members as required
  • Liaising with counterparties and custodians to arrange execution of document
  • Arranging signing of documents by custodians and SPVs, and maintaining and adhering to document retention policy

Legal fees and cash movements re. special situations and loans transactions

  • Payment of legal and company secretary fees and update of fee database including calculating required payments and preparing payment instructions with all appropriate fund and bank details, faxing/emailing instructions, and acting as a central point for all queries
  • Maintaining record of legal and company secretary spend
  • Instructing Finance to get fees paid for company and its subsidiaries
  • Instructing the custodian regarding cash movements and reconciliation
  • Maintenance of fund and Plc fee accruals
  • General keeper of legal and administrative information & corporate secretarial duties
  • Point of contact for staff on where legal / co sec information is kept (eg. Authorised signatory lists, Offering Documents, Constitutional documents)
  • Corporate secretarial responsibilities for the subsidiaries/funds/vehicles including SPVs (i.e. keeping directorships up-to-date, fund registrations current, arranging notarization and apostilling of documents and any related duties).

Electronic database management

  • Maintaining the legal intranet, an electronic library of advice and templates.

Key Competencies Required for Role:

  • Strong administrative background
  • Strong attention to detail
  • Advanced Microsoft package skills – Word, Excel, Outlook, Explorer
  • Organisation skills for multi-tasking and document management
  • Helpful and ‘can do’ attitude
  • Team player
  • Records and information management skills
  • Financial services/legal knowledge or experience an advantage, but secondary to administration experience

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