Real Estate Personal Assistant

JOB TITLE: PA

GROUP: Real Estate & Development

TERM: 12 month fixed-term contract (maternity leave cover)

HOURS: Full-time, 9:30am – 5:30pm, Monday to Friday with one hour for lunch. A flexible approach to working hours is a must, overtime may be required at busy times.

During probationary period there will be the expectation to attend the office 4 or 5 days per week. Following this, attendance at least 4 days office working per week will be required, in line with the chosen office days of the Principal. Our hybrid working policy is discretionary and may be subject to change.

ABOUT SHERIDANS

Sheridans is a leading London law firm whose lawyers combine the in-depth legal knowledge and breadth of expertise and experience required to give unparalleled advice to their clients.

Since 1956, Sheridans has represented individuals and organisations across a wide variety of sectors, providing quality advice which is commercially focussed and personally delivered. Specialist lawyers in leisure, media and entertainment work closely alongside the firm’s corporate finance, employment, real estate and dispute resolution groups to provide a truly bespoke service to its clients.

ABOUT THE TEAM

The team advises clients across Sheridans’ core sectors, with typical clients including property investors/developers, owner-managed businesses, high net worth individuals, family trusts, large corporates and PLCs.

The team specialises in commercial property transactions including acquisition and disposal of sites for the purpose of owner occupancy, lettings or residential and commercial development, acquisition of mixed use investment properties, joint ventures, property finance, landlord and tenant matters, notably negotiation, and granting of leases of hotel and leisure space, retail premises, restaurants, office space, industrial units, location agreements and concession agreements.

The team provides a full service throughout the lifecycle of the transaction and beyond, providing input, exploring issues/options and viability, advising on all property related legal matters, utilising the depth and breadth of the knowledge of the team to navigate clients to the ultimate desired result.

ABOUT THE OPPORTUNITY

We are seeking a PA to join our Real Estate & Development team at Sheridans. Working alongside the Principal Partner and supporting others in the team when needed, we are seeking an experienced individual with prior, direct Real Estate experience to join us and assist with Residential and Development property matters.

The successful individual will play a crucial role in directly supporting the Principal and in various property transactions. They will also have the chance to develop their career further by supporting the department. We offer a close-knit environment where you will be encouraged to fully participate, share ideas and become a key part of the team.

RESPONSIBILITIES

• Consistently delivering a high-quality work product while managing deadlines
• Initiating and overseeing the file matter opening process, including due diligence and liaison with clients regarding ID documents, escalating to the compliance team when appropriate
• Assisting Principal with day-to-day matter transaction management (filing emails/documents, updating checklists etc.
• Audio Typing using digital dictation (BigHand) to produce and amend documents and correspondence
• Preparing both paper and electronic transaction bibles, including creating a detailed index, photocopying, scanning, and collating documents to be sent to the client and to be used internally
• Preparing files for closings and archiving
• Printing, organising and scanning documents and emails into the document management/file management system (iManage and Lawman)
• Extensive diary management for Principal: arranging meetings, lunches, and scheduling conference calls taking full ownership, chasing and liaising with attendees, both internal and external. Organising travel and preparing itineraries when appropriate
• Preparation and coordination of accurate client bills, including proof reading and amending narratives
• Preparing documentation
• Liaising with local authorities and agencies
• Conducting research
• Extensive document work, including drafting, amending preparation of redline/comparison documents and engrossments.
• Preparing small to mid-size development plot sale contract packs and setting up processes to standardise documentation by assisting with the preparation of template documents (e.g. contracts, leases, transfers, consents to dealing, DS1/DS3’s)
• Implementing reporting procedures (e.g. by way of preparation of spreadsheets to ensure that details are regularly updated), proactive transaction monitoring, assisting fee earners to ensure that any necessary matters arising during the transaction are dealt with promptly. Communicating with confidence in dealing with other parties’ solicitors under fee earner supervision.
• Effective use of the DocuSign system and management of the DocuSign process
• Initiating and overseeing the file matter opening process including collection of the relevant due diligence and liaison with clients in relation to ID documents, good knowledge of standard AML and Client ID requirements escalating to compliance team when appropriate
• Dealing with extensive post completion matters such as drafting and filing SDLT returns, registering charges at Companies House and Land Registry applications. Knowledge of registration deadlines, monitoring applications, promptly dealing with requisitions as appropriate
• Drafting documents such as statements of account, completion statements, contracts, transfers and other ancillary property documents
• Preparing plot sale contract packs and setting up processes to standardise
• Submitting standard property searches to our search provider (InfoTrack). Monitoring report returns

The above is not an exhaustive list of duties, and you will be expected to perform different tasks as necessitated by your changing role within the Firm and the overall business needs.

SKILLS, EXPERIENCE & QUALIFICATIONS

The successful candidate will be able to demonstrate the following:

Skills & experience

• Previous experience in Real Estate law – this is an essential requirement and only candidates with Real Estate experience will be considered
• Demonstrated high level effective experience as a Real Estate Paralegal or PA
• An in-depth knowledge of completing SDLT returns and Land Registry applications and forms.
• Intermediate to advanced skill level with the Microsoft suite (Outlook, Word, Excel), pdfDocs, PowerPDF, Adobe and DocuSign
• Familiarity with GDPR and ability to adhere to confidentiality / compliance procedures and the ability to act with discretion whilst maintaining privacy
• Calm under pressure, adaptable, flexible and patient given the nature of the work and clientele
• Willing to build relationships and liaise comfortably with people both internally and externally at all levels
• High level of organisation and time management skills. Strong attention to detail with good judgement, initiative and problem-solving skills
• Confidently able to multi-task, particularly when managing your workload under pressure, and working to any given deadlines
• A team player with a positive and ‘can-do’ attitude, who is friendly, professional, reliable, enthusiastic and confident to learn and ask for help

Qualifications

• A strong academic record
• Qualifications such as a Bachelor’s degree in law (LLB) or CILEx Level 3 Diploma for Legal Secretaries are desired, but not essential

EQUAL OPPORTUNITIES

Our aim is for all staff to feel welcomed at Sheridans and ultimately be their true self at work. We are proud to promote inclusion & diversity among clients, candidates, and staff as an equal opportunities employer. It is our policy to support people who hold Protected Characteristics (under the Equality Act 2010) both internally and externally through supporting practices based solely upon merit.

HOW TO APPLY

If you would like to apply, please email us using recruitment@sheridans.co.uk. Please reference where you found our vacancy advertised and include the following to allow us to consider your application:

• An up-to-date copy of your CV
• A covering letter
• Any details in relation to nationality and visa requirements, if relevant
• Your salary expectations
• Your notice period and availability to commence a role with Sheridans