Team Administrator – Deeds and Data Sites

Overview

In this role you provide proactive, professional support to the group, helping lawyers and business operations meet evolving needs. You will manage data site administration and deeds scheduling, ensuring accurate access controls, organized records, and timely follow-ups. You collaborate cross-functionally to keep data rooms, folders, and schedules well-maintained and compliant. This position offers a hands-on, team-focused environment in a professional services setting, with opportunities to influence how critical documents and data are organized and retrieved.

Responsibilities

• Process user access requests and manage permissions for data sites (data rooms, extranets, SharePoint, HighQ) with documentation
• Set up new data sites, create folders, and verify required information for onboarding
• Upload and organize documents by property/tenancy and confirm completion with instructing party
• Locate and retrieve documents from data sites using search and naming conventions within system limits
• Perform user audits and manage restricted libraries/folders with cross-team coordination for compliance
• Receive and process deeds scheduling requests using standard forms and digital tracking (e.g., FileTrack)
• Create/update and categorise deeds schedules (original, copy, certified copy) and maintain secure, retrievable records
• Communicate with fee earners, paralegals, and admins to confirm scheduling needs, resolve discrepancies, and provide status updates
• Monitor deeds storage and coordinate transfers to offsite archives, ensuring safety and compliance
• Adhere to internal policies and legal requirements for deeds management, including electronic record handling and periodic audits
• Provide general administrative support to the business

Key requirements

• Administration experience in a busy environment (desirable)
• Experience in a professional services setting (advantageous)
• Strong organisational and time management skills
• Attention to detail and effective communication
• Willingness to support the group and collaborate cross-functionally
• Good IT skills: Word, Excel, Outlook

• strong communication
• attention to detail
• team collaboration
• Microsoft Word
• Microsoft Excel
• Microsoft Outlook

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