Client Administrator - Legal Compliance and Billing

Owen Reed are recruiting for a Client Administrator to join a top law firm in Canary Wharf.  The Administrator will be responsible for the day to day processing of COMPLIANCE and BILLING administration matters.

Main duties and responsibilities

• Manage the Client Inception Module (CIM), liaising with Executive Assistants, Legal Secretaries and fee earners as necessary, by ensuring all activities and duties adhere to risk and compliance requirements, including:
• liaise with the Compliance Team and fee earning team to complete the process
• Run conflict checks in Prescient, including:
• send a conflict check email to the designated distribution group;
• ensure that the results are reviewed by the matter Associate; and
• save subsequent correspondence to the matter file
• Support on case-related work, complete tasks for matters/files e.g. engagement letters and maintain client & matter data within the case and the practice management system
• Produce first draft engagement letters and liaise with the matter Associate to ensure the letter is completed, signed and sent to the client, ensuring the signed letter (and correspondence with the client relating to the terms of the engagement) is saved in the appropriate place
• Organise and maintain hard and soft copy files relating to the areas of work you will be responsible for
• Be responsible for processing bills, including:
• run the narratives from the system and give to the Executive Assistant
• attend internal meetings with the Executive Assistant
• print WIP reports and billing guides for the team
• close relevant files from the WIP list
• Prepare file closure forms
• liaise with the billing team, produce the relevant documentation and reports and prompt fee earners to complete all necessary paperwork
• prepare and assist with client communication
• print billing letters, get the Partner to sign, and then scan to the file and post the bill; and
• work closely with the accounts team, being part of any change programme as and when related billing processes change
• Liaise with relevant departments regarding billing, following up bills as necessary, KYC, file opening and payments
• Ensure deadlines are met through management of own time and workload
• Consistently demonstrate a willingness to own and tackle problems as they arise and demonstrate an ability to identify issues for upward referral
• Assist with creating new clients and file opening - pure transaction and development
• Create and add client parties, scan certified AML, submit due diligence, complete compliance checklist and all relevant Inception Tabs
• Undertake any other tasks as reasonably required by the Team Leader