Legal Secretary – Real Estate

An exciting role has arisen within a highly regarded Law Firm in the West End for a Legal Secretary on a 12 month Maternity cover. The role is hybrid working and part time (3-4 days).

The role of the Legal Secretary is to provide high-level administrative, secretarial, and organisational support to fee earners within the Real Estate practice. The Legal Secretary ensures the smooth operation of files, client communications, document management, and general workflow across the real estate team.

Key Responsibilities

Administrative & Secretarial Support

• Produce, format, and amend legal documents, contracts, leases, and correspondence.
• Manage diaries, schedule appointments, and organise meetings (internal and client-facing).
• Prepare meeting packs, agendas, and take minutes when required.
• Handle incoming calls, emails, and correspondence on behalf of fee earners.
• Arrange travel, accommodation, and logistics for site visits and client meetings.

File & Document Management

• Liaise with the Land Registry, local authorities, and search providers.
• Prepare and track completion bibles and post-completion documentation.

Real Estate Transaction Support

• Assist with the preparation of SDLT submissions, Land Registry applications (AP1s), and Companies House filings.
• Conduct basic title reviews, order searches, and chase third parties for information.
• Maintain key dates and critical transaction timelines through case management systems.
• Draft standard letters, completion statements, and client engagement documents.

Billing & Financial Administration

• Produce and manage billing packs, draft invoices, and maintain WIP reports.
• Process expense claims and monitor budgets where applicable.
• Assist fee earners with time recording, ensuring accuracy and compliance.

Client Care

• Act as first point of contact for clients and external stakeholders.
• Manage confidential information professionally and in line with data protection regulations.
• Ensure excellent service delivery and maintain strong client relationships.

Skills, Experience & Qualifications

Essential

• Previous experience as a Legal PA/Secretary, ideally within a Real Estate or Property practice.
• Strong knowledge of property transactions (commercial or residential).
• Advanced MS Office skills (Word, Excel, PowerPoint).
• Experience with legal case management systems.
• Excellent communication, organisation, and time-management skills.
• Ability to work under pressure and meet deadlines.
• High level of accuracy and attention to detail.

Desirable

• Experience with Land Registry portal and HMRC SDLT systems.
• Knowledge of file opening procedures, AML/KYC requirements.
• Experience in a mid-size or large law firm environment.

For further information please contact Ella Britton