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About the Role
This role involves managing and maintaining engagement letters and client terms to ensure complete and accurate records for all active matters within the firm.
Responsibilities
- Liaise with partner, lawyers and business development teams to obtain outstanding or missing engagement letters and client terms.
- Monitor and chase outstanding engagement letters and client terms to ensure complete records are maintained across all active matters.
- Review incoming correspondence and identify documents requiring logging or storage.
- Request updated terms where existing documentation is out of date or has expired.
- Review retrieved documents to confirm they are complete, properly executed, and meet the firm's internal requirements.
- Cross-reference client terms against the firm's standard terms of business to identify any deviations or bespoke provisions that require escalation to a supervising lawyer.
- Check engagement letters for accuracy, including correct client names, matter descriptions, fee arrangements, and signatory details.
- Flag any unsigned or incomplete documents to the relevant matter team.
- Upload all client terms and engagement letters into the firm's central repository in accordance with established naming conventions and filing protocols.
- Maintain an accurate and up-to-date matter register or tracker recording the status of engagement letters and client terms across all active matters.
- Ensure documents are attached to the correct client and matter records and are accessible to authorised personnel.
- Apply appropriate key term tagging.
- Archive superseded or expired terms in accordance with the firm's document retention policy.
- Escalate any concerns regarding missing, conflicting, or non-compliant documentation to reporting manager promptly.
- Assist with periodic audits of client files to verify that engagement documentation is complete and correctly stored.
- Maintain and update internal tracking spreadsheets or databases to record the receipt, status, and location of all client terms and engagement letters.
- Respond to internal queries from matter teams and secretarial staff.
- Liaise with the finance team to confirm that matter opening requirements, including signed engagement letters, are satisfied before billing commences.
- Provide regular status updates to supervising fee earners regarding outstanding engagement documentation.
Requirements
- Previous paralegal experience desirable (with a preference for experience in a City practice).
Skills
- General Counsel and Risk
Location
- London
Work Type
- Full time
- Permanent Contract
Education Level
- Degree educated or similar level
- LPC qualified desirable
About the Company
- Herbert Smith Freehills Kramer is a world-leading global law firm, where our ambition is to help you achieve your goals.
- Exceptional client service and the pursuit of excellence are at our core.
- We invest in and care about our client relationships, which is why so many are longstanding.
- We enjoy breaking new ground, as we have for over 170 years.
- As a fully integrated transatlantic and transpacific firm, we are where you need us to be.
- Our footprint is extensive and committed across the world’s largest markets, key financial centres and major growth hubs.
- At our best tackling complexity and navigating change, we work alongside you on demanding litigation, exacting regulatory work and complex public and private market transactions.
- We are recognised as leading in these areas.
- We are immersed in the sectors and challenges that impact you.
- We are recognised as standing apart in energy, infrastructure and resources.
- And we’re focused on areas of growth that affect every business across the world.
- All of this is achieved by supporting the growth of our people, who help us deliver on our ambition – which is to help you achieve yours.
- Herbert Smith Freehills Kramer: Your goals. Our ambition
Equal Opportunity
- We are committed to attracting people from all backgrounds and creating a respectful and inclusive culture where everyone thrives.
- We see this as essential to our success, including our ability to innovate and achieve sustained high performance.
- This is a key part of our Values—Human, Bold, and Outstanding.