Team Administrator

Overview

Provide admin support for data sites, deeds scheduling, and general team duties

Key Responsibilities

• deeds scheduling
• document retrieval
• document upload
• user provisioning
• access audits
• site creation

Tasks

-Create, update, and manage schedules of deeds in accordance with firm procedures. Ensure all deeds are correctly listed, dated, and categorised (original, copy, certified copy) and that records are stored securely and are easily retrievable. -Assisting with processing finance forms (CHAPS/TTs/BACS) and liaising with the relevant Finance Teams -Locate and download documents from data sites as requested, using search functions and managing file/folder names to comply with system limitations (e.g., path length restrictions). -Monitor deeds storage areas, coordinate the transfer of deeds to offsite archives when required, and ensure compliance with health and safety guidelines for physical storage. Maintain up-to-date records of deeds locations and facilitate retrievals as needed. -Perform user audits to report on who has access to data sites, and manage restricted libraries or folders as needed, coordinating with Products & Solutions to ensure compliance and appropriate access controls. -Upload documents to the appropriate folders within data sites, following naming conventions and confirming completion with the instructing party. Ensure documents are organised according to property, tenancy, and other relevant categories. -Assisting the Legal PAs and fee earners with all aspects of billing requirements (i.e. generate, amend and finalise bills, liaising with fee earners in relation to any specific requirements about their billing including the timing thereof). -Process requests to add or remove internal and external users to data sites (also referred to as data rooms, extranets, SharePoint, or HighQ), ensuring correct access levels are assigned and documented. -Communicate regularly with fee earners, paralegals, and team administrators to confirm scheduling requirements, resolve discrepancies, and provide updates on the status of deeds packets. Collaborate to address missing documents and ensure all parties are informed of progress. -Adhere to internal policies and legal requirements for deeds management, including scanning, uploading, and naming conventions for electronic records. Conduct periodic audits to verify accuracy and completeness of schedules, and implement improvements based on feedback and training -Providing general administrative duties as directed by the business. -Complete forms and coordinate with the Products & Solutions team to create new data sites, including setting up required folders and ensuring all necessary information (client name, site name, users, etc.) is provided. -Receive, review, and process deeds scheduling requests using standardised forms and digital tracking systems (e.g., FileTrack). Ensure all required information is provided to avoid delays and maintain a clear audit trail for each transaction.

Requirements

• administration
• time management
• communication
• microsoft word
• excel
• outlook

What You Bring

-Administration experience in a busy environment is desirable -Time management and prioritisation ability -Previous work in a professional services business advantageous -Strong communication skills -Attention to detail -Willingness and enthusiasm to work with and support the group -Strong organisational skills and abilities -Good IT skills – knowledge of Microsoft Word, Excel and Outlook required

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Benefits

-Private healthcare policy -Contributory pension of up to 5%. -Carers’ leave (up to five paid days’ leave towards caring responsibilities) -Eligibility to apply for an interest free season ticket loan, an interest free gym membership loan and/or an interest free rental deposit loan. -25 days’ annual leave entitlement and the opportunity to purchase or roll over 5 days. -Death in service cover (4 x base salary). -Cycle to work scheme.

About Pinsent Masons

-Focus on innovation and client-centered solutions supporting diverse industries. -Work spans high-profile infrastructure, energy, and technology projects worldwide. -Legal expertise covers construction law to commercial contracts and dispute resolution. -Reputation for delivering complex, cross-border projects with a collaborative approach. -Notable recent projects include advising on major renewable energy projects and global infrastructure initiatives. -Deep specialization in sectors such as energy, real estate, and transport. -Growth driven by commitment to excellence and ability to adapt to new challenges in the legal landscape.

Sector Specialisms

Interview Process

-two interview stages per vacancy -first stage typically conducted virtually -second stage usually in person at the office