Job Details

Vivash Brand LLP

Job Title:
Residential and Commercial Property Secretary
Tuesday 20th April 2021
Saturday 19th June 2021

Employment Time: Full Time


This role will be to assist Fee Earners within the property department with busy, mixed property caseloads in their day-to-day work by providing support and an efficient secretarial and administrative service. The role demands a high standard of English grammar and excellent interpersonal skills and the ability to work on own initiative and to a high standard. 


You will be assisting on the conveyancing transaction from instruction through to post completion on property files to include, Freehold and Leasehold sales and purchases, re-mortgages, transfer of equity and new builds. 


Main Duties: 


  • Arrange for files to be opened, archived and to include supervising general filing requirements and record keeping both paper based and electronically 
  • Dealing with the onboarding of clients to include adhering to the AML requirements, become an active part in the care of clients, maintain client details and relevant information on the firm’s system and deal with basic client queries and general administration 
  • Check correspondence, attachments, documents, reports and Land Registry documents 
  • Type audio dictations and type, edit proofread urgent/short/confidential correspondence and emails to include adhering to house-style with attention to detail and focus on quality 
  • Prepare conveyancing forms such as TR1, AP1, SDLT for fee earner 
  • Take internal and external queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner to the relevant fee earner 
  • Proactively and accurately monitor/oversee fee earner emails and post dealing with as appropriate 
  • Respond to tasks promptly and manage deadlines to ensure expectation are managed 
  • Be an effective and professional point of contact; to include managing telephone calls, taking accurate messages and relaying the information taken 
  • Manage/co-ordinate billing on behalf of the fee earner; to include generating bills, sending out bills to clients, request cheques/bank transfers/paying money received as appropriate 
  • Use initiative and actively identify and resolve issues when they arise


Personal attributes and skills that we are looking for: 


  • Experience of the conveyancing process, particularly of the post exchange process 
  • Experience of providing a secretarial service to a busy team within a professional environment 
  • Excellent verbal and written communication skills 
  • Supports, adapts to change and a good team player with ability to interact 
  • Eager to develop within role and enhance skills including anticipating needs and thinking ahead 
  • Proactive approach with an ability to understand and interpret team/fee earner needs 
  • Enthusiasm and resilience to cope with a busy role 
  • Good organisation and prioritisation skills to work towards meeting deadlines 
  • Positive attitude to daily tasks, solutions focused working method and a ‘can-do’ approach
  • Knowledge of MS office together with a high typing speed 


Recruiter information:
Vivash Brand LLP
Nonsuch House, 538-542 London Road, Cheam, Sutton, Surrey, SM3 9AA, UK

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