Our Construction and Engineering team is seeking a Junior PA
to support the team with the billing process and other financial aspects for
key clients working closely with the team PAs, our accounts team and our credit
control team. You'll provide a high level of support to a team of fee earners
including the Service Line leader. This is an exciting opportunity for an
individual seeking a new challenge in an exciting and busy environment.
This is a permanent position, based in either our London or
Bristol office offering some hybrid working.
The team
Our team is based across our offices in London and Bristol,
working closely together on matters. The group has a first rate domestic client
base and continues to develop an international reputation. We act for
investors, developers and contractors with a keen focus and strategy based on
our core industry sectors that link all of our service delivery together for
our clients.
We have traditionally acted for blue chip companies,
Government entities, utilities, rail operators, property developers,
contractors, professionals and private individuals.
Other key areas of expertise include handling disputes
arising out of major projects (including PFI) both in the UK and
internationally and managing project risk through the construction and
operation phases of a wide variety of assets types
What you'll do
Key Responsibilities:
- Develop strong working relationships with the team to
anticipate, mitigate and resolve potential billing issues or concerns.
- Setup, maintain and regularly update a billing tracker to
provide clear visibility of progress at each stage of the billing cycle.
- Proactively manage and organise all billing guides for the
team and save onto iManage before circulating to matter manager.
- Produce monthly debt reports for all fee earners, export
them to Excel, and circulate to the relevant matter manager before billing
commences and again once billing has completed.
- Produce and export to excel monthly work in progress reports
for all fee earners within the team and send them to the relevant matter
manager along with their respective billing guides.
- Own the end-to-end monthly invoicing and reporting cycle for
our key client matters: ensure accurate invoice preparation (client contact,
narrative, itemised breakdown excluding sensitive data, PO numbers), collate
and quality-check invoices, maintain the key client Workstreams Review
(contentious), coordinate the OC Fees Summary, and distribute the full billing
pack to client stakeholders in the first week of each month.
- Build a good working relationship with the Billing Request
team (in Finance) and liaise directly with them to provide clear instructions
on approved billing guides so the Billing Request team can create accurate
bills and organise any write-offs that need actioning.
- Quality check all PDF bills received from the Billing
Request Team to ensure all elements of the bill are correct and ensure all
bills are sent back to the matter manager or emailed to clients in accordance
with the correct process for each individual client.
- Regularly check all client contact details, billing
information and billing rates are correct and ensure all changes have been
updated and are accurate.
- Assist with file opening, closing and the archiving process.
- Support the PAs and Fee earners as and when necessary with
administrative tasks such as diary management, travel arrangements, printing
and bundles and post.
Additional responsibilities:
- Role model flexibility and openness to change; be decisive,
responsible and take ownership of tasks
- Work closely with the Disputes & Risk practice
management team to improve team efficiencies, communications, management of
work-in-progress and any roll-out of IT applications and improved working
practices
- Support and assist the Operations Manager and our Senior PA
Resource Coordinator in the development and effectiveness of administrative
working practices and efficiencies
Who we are looking for
We are looking for someone with strong administration
experience and a proactive work ethic. The position requires someone who is
able to use their own initiative, have first class organisation skills and be
an integral team player. You'll also be able to demonstrate:
- An enthusiastic, proactive and positive approach
- The ability to work under pressure with little supervision
- Excellent time and performance management
- The ability to pay close attention to detail
- Excellent written and verbal communication skills
- Confidentiality, flexibility, discretion and diplomacy
- Excellent IT skills (Microsoft Word, Excel, PowerPoint)
- Experience of working with invoices and spreadsheets
Salary and benefits
We offer competitive salaries and generous benefits. We value the health and wellbeing of our people and our wide range of initiatives and benefits support this.
Our recruitment process
Please note that although we include closing dates for our roles as a guide, we review and progress applications on a rolling basis. At Osborne Clarke we do not make any recruitment decisions using automated decision-making.
We are committed to providing an environment where you can perform to the best of your abilities at every stage of your recruitment experience and beyond. If you require any adjustments to be made during the application stage, interview process, or when working with us, please let us know in confidence.