Client Terms Paralegal - London

Key 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• Request updated terms where existing documentation is out of date or has expired.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 authorized 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• Archive superseded or expired terms in accordance with the firm's document retention policy.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 the 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.