Team Coordinator

7 hours ago

Dublin, Ireland Sovereign Realty & Management LLC. Full time

We are recruiting a Team Coordinator within our Legal Administration team in our Dublin office.

In many of our offices, ‘Hubs’ have transformed how secretarial services are delivered, with team members sharing the workload. Hubs also provide opportunities for developing a broader range of skills for pursuing a defined career path, networking, and knowledge-sharing.

We have 4 levels of role in the team:

1. Team Coordinator – Manages and takes responsibility for the efficient running of the team. Oversees incoming workflow, distributes tasks appropriately amongst the team, and operates as a senior level Secretary. Responsible for communicating with fee earners to keep them appraised of a task or project status.
2. Senior Secretary – Takes ownership for the efficient running of the team by role-modeling as an effective and responsible team member and acts as workflow supervisor where required.
3. Secretary – Provides general secretarial and administration services as part of the secretarial team.
4. Team Apprentice – An apprenticeship level role for those developing their skills, undertaking routine administration tasks at the direction of the Team Coordinator.

Main Duties & Responsibilities

Managing the secretarial team and working collaboratively with partners and fee earners to deliver an exceptional secretarial service by:

- Overall responsibility for ensuring the hub is running effectively and in line with model standards.
- Performance management of the team including conducting annual PMR process and absence management process in the team.
- Utilising skill in influencing stakeholders, quickly building rapport through proactive development of close professional relationships.
- Supporting the secretarial team by ensuring the timely completion of the support team’s shared work, ensuring work of an appropriate level is dealt with according to priority.
- Identifying learning and development needs for the team and seeking training solutions.
- Managing resources effectively to maximise productivity and minimise cost.
- Collaborating with the location head to manage in-office attendance in accordance with business needs.
- Achieving long and short term goals for self and team through effective planning and utilisation of the team.
- Undertaking work of a confidential nature, or requiring high level skills and expertise.
- Undertaking specialist tasks pertinent to relevant practice group.
- Ensuring accurate and timely use of our finance management system to facilitate matter opening, maintenance, closure and archiving.
- Demonstrating exemplary file management of correspondence, emails, and research in a practical and easy to use manner.
- Coordinating internal and external client meetings and ensuring all work activities are scheduled effectively.
- Assisting fee earners with the organisation of meetings including preparation of agendas and collating meeting papers in a timely manner.
- Drafting, creating, and editing documentation, in line with the DLA Piper Style Guide, templates, and precedents.
- Organising and assisting with client functions, entertainment, and seminars as required.
- Arranging complex travel bookings, including visas, flights, taxis, accommodation, and rental cars.
- Completing financial reports where required, from internal systems highlighting outstanding monies to be billed.

About You

- Extensive relevant experience as a Senior Secretary.
- Strong people skills.
- Excellent organisation and prioritisation skills.
- Applies knowledge and judgement to solve problems and make decisions.
- Strong skills in teamwork and cooperation.
- Experience of delegating to, and mentoring of junior team members.
- Dynamic, friendly, personable, and approachable.
- Excellent verbal and written communication skills.
- Flexible approach to working practices in order to meet business needs.
- Confident and professional.
- Conscientious and diligent.
- Remains calm under pressure.
- Uses initiative – self-starter.
- Willing to accept responsibility, being honest and adaptable.
- Strong knowledge of Microsoft Office Suite.

About Us

DLA Piper is a global law firm with lawyers and business service professionals located in more than 40 countries. Our global reach ensures that we can help businesses with their legal needs anywhere in the world.

OUR VALUES

- Be Supportive – we are compassionate and inclusive, valuing diversity.
- Be Collaborative – we are proactive, passionate team players.
- Be Bold – we are fearless and inquisitive, challenging ourselves to think big.
- Be Exceptional – we are strategic and driven, exceeding standards and expectations.

DIVERSITY AND INCLUSION

At DLA Piper, diversity and inclusion underpin how we live our values. We are committed to providing an inclusive working environment and culture across our global firm.

HYBRID WORKING

We recognise that people have responsibilities and interests outside of their career and that as a business, we all benefit from working flexibly.

PRE-ENGAGEMENT SCREENING

In the event that we make an offer to you, we will conduct pre-engagement screening checks that may include your professional and academic qualifications.

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