New Matters Administrator

🌍 Remote, USA 🎯 Full-time 🕐 Posted Recently

Job Description

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Department: Residential Conveyancing Location: Derby, UK Description We are seeking a highly organised and detail-oriented New Matters Administrator to support our busy Conveyancing team at our Head office in Derby. This role is responsible for the efficient opening of new client files, ensuring compliance requirements are met, and providing administrative support at the initial stage of residential property transactions. Working full time, Monday to Friday 36.25 hour per week and reporting to the Head of Residential Conveyancing. Key Responsibilities New Matter Setup <ul><li>Process new instructions for residential conveyancing matters.</li><li>Open new client files on the case management system in accordance with firm procedures.</li><li>Ensure all required information and documentation is obtained before file opening.</li><li>Conduct conflict checks and ensure compliance with firm policies. </li></ul>Compliance & Due Diligence <ul><li>Carry out client onboarding procedures, including ID verification and anti-money laundering (AML) checks.</li><li>Request and review client identification and proof of address documentation.</li><li>Ensure compliance with regulatory requirements and internal risk procedures.</li><li>Escalate any compliance concerns to the appropriate team or compliance officer. </li></ul>Client Communication <ul><li>Send initial client care packs, terms of business, and required documentation.</li><li>Liaise with clients, estate agents, and internal teams to obtain missing information.</li><li>Respond to basic client queries and direct more complex matters to fee earners. </li></ul>Administrative Support <ul><li>Maintain accurate records on the case management system.</li><li>Ensure documentation is properly stored and filed electronically.</li><li>Assist the conveyancing team with general administrative tasks when required.</li><li>Support the team in maintaining efficient workflows for new matters. </li></ul>Essential Skills, Knowledge and Expertise <ul><li>Previous administrative experience, ideally within a legal or professional services environment.</li><li>Strong organisational skills with excellent attention to detail.</li><li>Ability to manage multiple tasks and prioritise workload effectively.</li><li>Good communication and interpersonal skills.</li><li>Proficiency in Microsoft Office and case management systems. </li></ul>Desirable <ul><li>Experience working within residential conveyancing or a property law environment.</li><li>Knowledge of AML and client onboarding procedures in a legal setting.</li><li>Experience using legal case management software. </li></ul>Benefits What we offer? <ul><li>Competitive salary</li><li>Bonus potential</li><li>Career development opportunities</li><li>25 days holiday plus bank holidays</li><li>Options to buy & sell 1 week’s holiday</li><li>1 week’s holiday carry over</li><li>Extra day off for your birthday</li><li>Staff card discount scheme for local shops</li><li>Social days and evenings on the firm</li><li>Staff discounts on legal services </li></ul>Positive Work Environment: <ul><li>Be part of a supportive team that values collaboration and teamwork.</li></ul>

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