Deeds & Records Management Administrator - Liverpool

We are currently recruiting for a Deeds & Records Management Administrator to join our team in the Liverpool office.

About us

CMS is a Future Facing firm with more than 80 offices in over 45 countries and 5,800+ lawyers worldwide. We combine deep local market understanding with a global perspective. We are passionate about building strong relationships with our clients, our people, and the communities we work in.

We take a bold, dynamic, and agile approach to ensure our clients are able to face the future with confidence. We are driven by emerging technologies such as generative AI and readily embrace the possibilities it opens up for developing new and better ways of working.  Our aim is to inspire, impact and support our clients and our people, helping them to maximize their potential and thrive.

About the role

The successful candidates duties will include Deeds and Records Management tasks and also providing support to the Facilities department.

In this role, you can expect to get involved in a variety of work including:

Deeds Management

• Sorting deeds into the relevant sections
• Scheduling deeds creating new schedules
• Updating existing schedules.
• Check incoming deeds against schedules prepared by other side
• Converting large PDF to word
• Maintain deed packets in relation to movements
• Assist fee earners with maintenance of extranet sites
• Request deeds from or send deeds to offsite storage
• Add new deeds onto the records management system
• Use various Records Management systems and software packages
• Undertake project work as directed by fee earner or Deeds Manager
• Examining deeds for relevant information.
• Dealing with external clients and other firms on some transactions.
• All other duties in relation to deeds as required

Records Management

• Assist with the operation of incoming and outgoing records by monitoring email requests
• Add new files and deeds onto the Records Management database
• Collate and send deed and file requests to offsite storage vendors
• Check deliveries in and out of the firm and file the order sheets and emails
• Deliver and collect files, deeds and boxes to and from fee-earners within agreed / contractual SLAs
• Enter accurate and good quality data onto the relevant systems / platforms
• Liaise with internal customers to address anomalies on box / deed schedules
• Check (and prepare where necessary) items for storage including production of labels
• Accurately process e-mail, telephone and written requests for file and deed retrievals, within agreed / contractual SLAs
• Undertake searches on archive databases for items which require retrieval
• Liaise with the storage suppliers concerning queries

Facilities 

• Be the go-to person for facilities related queries in the office, maintenance reporting, manage contractors on site, check cleaning standards with provider(audit), monitor environment i.e. heat/cool
• Check and request consumables – stationery(via Sheffield), coffee machine products(via Sheffield), breakfast items (via Sheffield), milk order, tea coffee etc
• Replenish breakfast food stocks and top up coffee machine
• Order meeting room catering (although could possibly be done via Client Services Sheff or Manch)
• Access control - monitor temp passes, order new passes
• Ensure AV equipment is tested daily and in good working order, report any issues to IT
• Deal with post adhering to guidelines set up – incoming and outgoing
• Conduct building induction with new joiners/ check desk set up with IT 

About you

We will invest in your ongoing training and development to support your professional goals and help you to thrive in your role from day one. Our opportunities are open to all suitably qualified applicants, so to be considered for this role, you must meet the following skills and experience:

• Basic understanding of Real Estate practice and the legal industry
• Strong attention to detail and fast, accurate typing
• Confident using Excel, Word, and Records Management systems (Internal and external systems)
• Able to work independently and as part of a team
• Organised, methodical, and able to manage time effectively
• Professional communication skills and a client-focused mindset
• Eagerness to learn, take initiative, and continuously improve
• Demonstrates integrity, reliability, and a positive attitude

What’s in it for you?

We want to reward you today and help you plan for tomorrow. We appreciate that everyone is different, therefore we have designed a benefits system that offers choice and flexibility based on individual needs and lifestyles. To name a few, these include:

•    Competitive basic salary (reviewed annually)
•    Flexible, hybrid working policy
•    Generous bonus scheme
•    Up to 25 days holiday (rising to 28 days with service)
•    Holiday exchange scheme
•    Private medical insurance
•    Enhanced parental leave
•    Reasonable adjustments and accommodation for disabled talent in accordance with the Equality Act 2010.

If you would like to read more information regarding our range of benefits, please visit our Rewards & Benefits page on our website.

Equal opportunities

At CMS, we place diversity and inclusion at the centre of our culture and the heart of our organisation. As a firm we recognise, celebrate, and embrace the diverse talent our society has to offer because we know that to solve big problems, we need the best and brightest minds available to us.  In support of this goal, we commit to actively breaking down barriers which stand in the way of those from diverse backgrounds and play our part in levelling the playing field. 
 
As a Future Facing Firm, we strongly believe that a career in law should be open to people from all walks of life, because not only does diversity of thought and experience make our firm a stronger and more sustainable business, but it also makes it a more rewarding place to work.
 
When recruiting, we prioritise attracting talented people and we actively promote a flexible working environment which enables all our team members to thrive. If you see a role you are interested in, but don’t feel you meet 100% of the criteria we encourage you to still consider making an application. We also welcome applications from those who may be looking to return to the workforce after a career break. 
 
We are proud to say our leadership in creating an inclusive working culture has been celebrated and recognised externally, including being listed for a number of years in the Times Top 50 Employers for Women and the Social Mobility Index.
 
We are a Level 2 Disability Confident Employer, and we actively encourage applications from people with disabilities, whether visible or invisible. We are committed to promoting equality of opportunity throughout our recruitment process and in every element of the employee life cycle. If you require assistance, or if you would like to discuss any accessibility requirements or adjustments as part of the recruitment process, please contact a member of the Talent Team at TalentAcquisition@cms-cmno.com who will be happy to support you.

Ready to apply? Here are the next steps.

We look forward to receiving your application online via the CMS careers site. Please contact our Talent Acquisition team if you have any questions. 

Please note that we have a preferred agency panel in place. Only applications submitted via the portal at the point of instruction will be accepted.

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