Deeds Archivist Real Estate

Job title: Deeds Archivist

Job Type: : Full Time Permanent

Location: London

Reports to: Secretarial Coordinator

Main Purpose of the Role:

The Records Associate position will be responsible for delivering exceptional customer service to colleagues within a corporate law firm environment. Work requirements include file creation labelling retrievals transfers destruction tracking and also document scanning. This position requires regular professional written and verbal communication with our clients other departments and vendors. Coordination of records scanning and retrieval projects with other departments and external vendors is also required for this position. This position is based on working in the office Monday Friday 9.30am 5.30pm with a one hour lunch break

Main Duties & Responsibilities:

• Experience in data management and the digitisation of hard records
• Ability to learn new technologies and adapt to changing priorities and modes of work in a virtual environment.
• Following all established internal Records procedures creation of new files and revision of existing files data entry into the records management database. adhering to document retention policies lLabelling moving and shelving files. Follow-up on checked-out files as needed process and file incoming records under their respective client matters
• Participate in diverse ongoing Records projects regularly
• Daily scanning of documents using computer desktop scanners and Adobe PDF
• PDF quality control profiling and saving to the Document Management System
• Using FileTrack to track the location and movement of internal files
• Track and retrieve files from internal or external locations as needed for client requests
• Processing inactive and closed files in preparation for transfer to off-site storage
• Work with Williams Lea on retrieval/storage of files via web interface or phone
• Maintaining daily productivity tracking logs of all department activities and projects
• Research of client and matter information in various firm databases as needed
• The ability to create schedules/updating schedules using Microsoft Word
• Updating Deal Rooms

Person Specification:

• Prior legal records experience required
• Excellent attention to detail and strong consistent task focus
• Professional effective written and oral communication skills
• Excellent interpersonal and teamwork skills
• Effectively complete tasks without constant supervision
• Ability to multi-task and meet multiple deadlines
• Intermediate Windows 10 based computer skills required
• Good working skills in Microsoft Word Excel and Outlook required
• Adobe PDF toolset experience preferred
• Ability to handle sensitive and/or confidential materials required
• Capacity and willingness to climb short ladders/step stools
• Must be able to lift up to 50 lbs. and push carts full of files on a regular basis
• Able to load push and unload carts of boxes or files as needed
• Capable of understanding client inquiries and providing effective response

Firm Introduction:

Simmons & Simmons is a leading international law firm providing clients with commercially aware legal advice whenever and wherever they need it. We have over 1600 people situated in key business and financial centres across Europe the Middle East and Asia.

We understand that our firm is equal only to the strengths of our people and place great emphasis on recruiting and retaining staff who meet our high standards. Our philosophy for international growth has been to build practices around local teams who understand the culture business and languages of the countries and regions in which we doing so we believe that we have succeeded in developing a closely knit and cohesive network that meets local business needs as part of a global service.

Our business services groups provide integrated support for our global operations. The firm is organised in line with our clients requirements into key practice areas and sector groups. Our sector focus allows us to better appreciate the environment in which our clients operate and to work with them to achieve their objectives. Our client base includes leading financial institutions and a significant number of the current FTSE 100 and Fortune Global 500 companies.

Our focus on a small number of sectors means we can understand and respond to our clients needs. Our industry sectors are Asset Management & Investment Funds Financial Institutions Healthcare & Life Sciences and Telecoms Media & Technology (TMT).

We also focus on the E&I market through our international projects and construction teams. We have a track record for innovation and delivering value to clients through new ways of working. The core practice areas from which we draw our sector teams are corporate dispute resolution employment pensions & employee benefits EU competition & regulatory financial markets information communications & technology intellectual property projects real estate and tax.

For additional information on the firm please visit our website at .

Equal Opportunities:

• We are committed to promoting equality and diversity in the firm and to equal opportunities in employment.
• We believe in equality of opportunity regardless of race or racial group (including colour nationality ethnicity national origins) religion or belief age disability sexual orientation sex gender re-assignment and gender identity marriage and civil partnership and pregnancy maternity and paternity. This also includes any incidents of perceptive or associative discrimination and harassment. We ensure that those who serve or who have served in the armed forces and their families are treated fairly during the recruitment and selection processes.
• At Simmons & Simmons we seek to attract and retain talented people from a diverse range of backgrounds and cultures to create an exciting and rewarding place to work. We are supportive of flexible working arrangements wherever possible and we would encourage you to discuss this with us should this be something you are interested in.

Background Screening:

All recruits of Simmons & Simmons will be required to go through our background screening process. Depending on the position you apply for this may include a Disclosure & Barring Service (DBS) certificate. We undertake not to discriminate unfairly against any subject of a DBS certificate on the basis of a conviction or other information revealed. The firms policy on the recruitment of ex-offenders is available on request.