Legal Secretary – Property
Reports to: Team Leader – Property and Practice Manager
Hours: 8.30am–5.00pm, Monday to Friday
Location: Lower Hutt Office
Background
Gibson Sheat Lawyers is a well-established law firm with offices in Wellington, Lower Hutt and Masterton. Gibson Sheat has been a trusted adviser to families and businesses, large and small, for almost 100 years. What sets the firm apart is the fact that they employ fun, down-to-earth people who also happen to be great lawyers and business support.
Overview
You will provide secretarial assistance to authors within the Lower Hutt property team.
Preferred qualifications and experience
Excellent computer skills, specifically Microsoft Office and the ability to pick up new systems quickly.
Ideally has experience using conveyIT and Landonline.
Good understanding of the conveyancing and settlement process.
Great accuracy and attention to detail. Is a naturally organised person with the ability to multi-task and problem solve.
Previous experience working in a law office, ideally in conveyancing.
Key attributes
Relationship building: Ability to build strong relationships with all Gibson Sheat staff, partners, and other stakeholders; ability to form relationships with existing and potential clients.
Good problem solving and reasoning: Logical and methodical approach to problems; ability to cope well with multiple deadlines but will ask for assistance when required.
Initiative: Confidence in own ability; takes a problem-solving approach and suggests ideas or better approaches.
Support for others: Respect for others and for different points of view; always works willingly with and for others and speaks positively of other staff members and partners; has a positive can-do attitude.
Commitment to team spirit: Is a team player; optimistic and enthusiastic about achieving team and organisational goals; willingly participates in Gibson Sheat projects, events, and activities.
Key responsibilities
Providing quality support to busy authors.
Action tasks in the conveyIT conveyancing workflow system (including setting up of contracts). This includes extensive use of templates and precedents.
Set up e-dealings and documents using Landonline.
Digital dictation, formatting of documents, and input of data.
Diary management and co-ordination of meetings.
File and client set up.
Assist with settlements.
Management of own emails, and authors' emails when they are away.
Client interactions, via email, phone and face to face interactions (e.g. witnessing documents).
Administration tasks including ensuring the anti-money laundering processes are followed, assisting authors with billing, filing, scanning and uploading documents to the Deeds system, taking minutes of team meetings, and archiving.
Contribute to business improvement ideas in relation to the firm's systems and practices.
Participate constructively in team meetings. Contribute to and assist in the implementation of team decisions.
Assist and share information with your counterparts in the Wellington, Lower Hutt and Masterton offices.
Contribute positively to the culture of the firm.
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