Client Organisation Administrator

Location: Belfast

Workplace: Hybrid

The opportunity:

To support the London office in keeping accurate origination records, adhering to Firm policy, rules and regulations in relation to Client Credit.

Working at Baker McKenzie:

Baker McKenzie is the world’s leading law firm with offices all over the world. Our Belfast Centre is home to over 400 colleagues in both legal and professional services.

We offer one of the best workplace benefits packages in the business with comprehensive private health cover, income protection, life assurance and a full employee assistance plan. These and a host of other benefits make us one of the most desirable companies to work for in Belfast.

We are committed to promoting inclusion, diversity, and equity for all and are confident we can provide a career as individual and as exceptional as you.

About the role:

As part of this role, the successful candidate will:

Responsibilities:

• Provide day-to-day seamless operational support in delivering recruiting procedures –covering areas such as sourcing, screening, market scanning/intelligence, offer administration, due diligence, and pre-onboarding among others
• Facilitate the development, formatting, review, and/or recommendations on role profile content
• Create, update, and close job postings in identified recruitment management systems and online sourcing channels
• Secure availability and set interview schedules for interviewers and candidates
• Collect, track, and tag movement of applications in existing Recruitment Management Systems (RMS), including applications received outside the RMS
• Manage general recruitment queries in identified channels (e.g. general mailbox)
• Generate, prepare, and send offer and contract letters based on approved rates (in co-ordination with in-market recruitment teams)
• Partner with the In-Market and Specialist teams to deliver a more integrated and seamless approach to Recruitment & Mobility service delivery
• Facilitate administration of recruitment-related tools and platforms such as Recruitment Management System/s, job boards, career sites, etc.
• Collaborate with People Systems to maintain data integrity and ensure accuracy of recruitment-related data
• Perform other functions as may be assigned by immediate manager from time to time
• Daily maintenance of Client Origination records
• Daily distribution of Client Origination memos
• Management of Client Origination databases
• Management of several monthly Reports
• Understand the Client Origination processes
• Ensure processes are followed in accordance with the guidelines set by global Client Origination function
• Prioritise specialised Client Origination projects including development of databases to ensure accurate record keeping
• Specific research in relation to the Firm's industry key clients to rationalise Client Origination allocation
• Identify and prioritise resolution of incorrect allocations
• Liaise with global Client Origination team in Chicago to prioritise resolution of aged inquiries
• Actively review and prioritise backlog of outstanding inquiries to ensure award of arrangements
• Consult with senior stakeholders face to face on a regular basis to gather information and preparing summaries for the Client Origination Manager
• Review matters opened to ensure correct assignment
• Respond promptly to inquiries from Partners, Associates and PAs on Client Origination queries
• Manage / deliver bespoke reports and analysis requested by the Senior Client Origination Manager at periodic intervals or on an ad-hoc basis and interpret results
• Manage ad hoc research projects
• Develop an effective working relationship with Partners and Associates
• Work with and supporting colleagues within the Matter Opening team to ensure new matters are assigned correctly
  

Skills and Experience:

• Experience of working within a professional services environment preferred although not essential
• Knowledge of SAP helpful
• Previous business administrative experience helpful
• Previous experience in Finance would be beneficial, however not essential as full training will be provided
• Good academic credentials (or equivalent experience), at least educated to GCSE and A Level
• Excellent interpersonal and communication skills both written and verbal and the ability to interact effectively at all levels
• Experience of working with Partners and Associates and the ability to develop strong relationships and to influence and challenge effectively
• Desire to learn and to keep up to date with developments
• Able to present information concisely and professional
• Strong IT skills, particularly Excel with experience with spreadsheets, and ability to provide financial information and use spreadsheets as required
• Sound technical skills, analytical ability, good judgement and strong operational focus and a team player
• Deal with sensitive information in an appropriate manner
• Ability to take initiative and manage own workload
• Ability to work calmly under pressure and to challenging deadlines
• Flexible in attitude and approach to work with a willingness to work beyond core hours when required
• Respects and enjoys the diversity of cultural, social and academic backgrounds found in the Firm
• Excellent attention to detail essential
• Delivers high quality work