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Legal Secretary - IP & Tech

  • Location:

    Dublin

  • Sector:

    Legal

  • Job type:

    Permanent

  • Salary:

    Negotiable

  • Contact:

    Amy Kelly

  • Contact email:

    akelly@phoenixsearch.com

  • Job ref:

    BBBH2478_1673438721

  • Published:

    26 days ago

  • Expiry date:

    2023-02-10

The Opportunity
Our client - a Global Law firm, have a new opening on their IP & Tech Department for a Legal Secretary with previous billings experience to join.

The role requires previous billing experience and experience working within a Professional Services environment would be advantageous.

The Responsibilities

  • Taking responsibility to ensure work is undertaken in the most appropriate way to maximise efficiency.
  • Managing fee earner expectations in terms of deadlines and status of tasks undertaken
  • Coordinating internal and external client meetings effectively ensuring rooms and conference facilities are booked, liaising with attendees and ensuring that any required catering and technical equipment is in place
  • Proactively managing workflow from the team inbox and completing tasks in priority order
  • Organising travel arrangements through the travel portal including booking and confirmation of reservations, flights, hotels, taxis, after flight transfers.
  • Liaising with third party provider to obtain visas and producing detailed itineraries Understanding the company document management processes.
  • Utilising document production for the creation of all first draft documents.
  • Assisting fee earners with the organisation of meetings including preparation of agendas and collating meeting papers in a timely manner.
  • Organisation of file management including closing of files, archiving and ensuring all relevant documents are filed electronically and in line with our file management best practice.
  • Understanding the end-to-end billing process including creating standard bills, disbursements, amending narratives and raising credit notes.
  • Understanding the client matter opening, client reporting and client balances processes.
  • Completing financial reports where required, from internal systems highlighting outstanding monies to be billed and updating particular client financial schedules where necessary.
  • Managing group and fee earner contacts to ensure they are up to date through Interaction (CRM tool).
  • Providing administrative support to fee earners with conflict searches and audit requests.
  • Assisting on ad-hoc projects as and when required, for example managing bundles, assisting during team events, indexing documents, etc.

Qualifications

  • Previous billing experience is essential.
  • Previous experience within a professional services environment.
  • Knowledge of Microsoft Office Suite.
  • Strong organisation and prioritisation skills.
  • Good verbal and written communication skills.
  • Conscientious and diligent.