Client Onboarding Assistant

Dentons Group; City of Edinburgh; Hybrid; GBP 25,000 - 35,000; Full time

Job summary

A leading global law firm is seeking a highly organized Client Onboarding Assistant in Edinburgh. This hybrid role involves coordinating client onboarding processes and providing administrative support within the Client Onboarding team. Ideal candidates will have strong administrative skills, a proactive approach, and the ability to work collaboratively in a fast-paced environment. This position offers an excellent opportunity to gain insights into operations and client service in a dynamic legal setting.

Qualifications

• Strong administrative experience in a professional services environment.
• Proficient with web-based tools and Microsoft Office applications.
• Experience with data, reporting, or process-driven tasks is advantageous.

Responsibilities

• Schedule meetings and coordinate logistics for client meetings.
• Support the production of onboarding documents.
• Manage the Client Onboarding inbox effectively.
• Assist with team reporting and document management.
• Organise travel arrangements and process expenses accurately.

Skills

Strong administrative experience

Comfortable with technology

Experience working with data

Tools

Microsoft Office (Excel)

Job description

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Department/Division: LPM / Solutions
Duration: Permanent
Location: Scotland / Edinburgh
Reports to: Client Onboarding Project Manager
Type of Role: Hybrid
Reference no.: 9239

The Role

We are looking for a highly organised, proactive and detail-oriented individual to join our growing Client Onboarding team as a Client Onboarding Assistant. This role plays an important part in ensuring that the operational elements of client onboarding and ongoing account administration are delivered efficiently, consistently and to an exceptional standard.

Working closely with the Client Onboarding Project Manager, the wider onboarding team and other internal stakeholders, you will support both new client onboarding and ongoing client account maintenance. You will help to coordinate key activities, manage information flows, and ensure that processes run smoothly across multiple offices, time zones and business teams.

This is an excellent opportunity for someone who enjoys a varied administrative role, is comfortable with technology and data, and takes pride in delivering accurate, reliable and high-quality work. You will gain valuable insight into how a global law firm manages major clients, while building strong foundations in operations, project support and client service.

We welcome applicants from a wide range of experience and educational backgrounds. What matters most is your organisation, your attention to detail, your willingness to learn, and your ability to work collaboratively in a fast-paced environment.

Responsibilities

Client & Stakeholder Coordination

• Schedule internal and external meetings, including cross-region calls, ensuring availability across time zones.
• Coordinate logistics for client meetings (room bookings, catering, technology support, materials).
• Manage the shared Client Onboarding inbox, triaging queries and directing them to the appropriate team members.
• Assist with introductory client calls, including preparation, scheduling and follow-up actions.

Onboarding & Account Administration

• Support the production of standard onboarding documents (first drafts of Letters of Engagement, Statements of Work, agreements and onboarding packs).
• Coordinate supplier questionnaires and surveys, gathering information from internal teams and preparing submissions.
• Assist in liaising with Anti-Money Laundering, Rates, Tax and E-Billing teams to support onboarding activities and client maintenance.
• Support the Working Together Matter policy and matter-opening process, helping legal assistants with correct information and requirements.
• Liaise with global offices to obtain required tax documentation and client-specific forms.

Process & Data Management

• Download, update and maintain onboarding and client account reports.
• Assist with team reporting, data capture and document management.
• Ensure that information is captured consistently and stored in line with internal processes.
• Contribute to improvements of templates, process guides and working-with-client documentation.
• Provide administrative support for ongoing client account management, including cross-referencing matters against client instructions and coordinating follow-ups.

General Administrative Support

• Organise travel arrangements and itineraries where required.
• Process team expenses accurately and in line with firm guidelines.
• Provide reliable support with ad-hoc administrative tasks across the Client Onboarding and key client teams.
• Work collaboratively with colleagues to ensure smooth and consistent delivery across all workflows.
• Any other administrative tasks identified by the Client Onboarding Project Manager, as the service.

Skills & Experience

• Strong administrative experience, ideally within a professional services or fast-paced office environment.
• Comfortable working with technology, web-based tools and Microsoft Office applications (especially Excel).
• Experience working with data, reporting or process-driven tasks is advantageous.

Personal Attributes

• Highly organised, reliable and detail-oriented.
• Able to manage multiple tasks and meet deadlines.
• Positive, proactive and solution-focused approach.
• Quick learner with strong problem-solving skills.
• Excellent communication skills and a confident, professional manner.
• Comfortable liaising with stakeholders across different offices and regions.
• Eager to develop skills in operations, process management and client service.
• Team-oriented with a willingness to support wider colleagues and adapt to changing priorities.

Firm Profile

Across more than 80 countries, Dentons helps you grow, protect, operate and finance your organisation by providing uniquely global and deeply local legal solutions. Polycentric, purpose-driven and committed to inclusion, diversity, equity and sustainability, we focus on what matters most to you. www.dentons.com

Inclusion and Diversity

We are committed to building an inclusive culture here at Dentons where our people can thrive, regardless of their background or circumstance. As well as being the right thing to do, it makes good business sense too. A richness of backgrounds, experiences and perspectives helps us best serve our clients and the communities in which we operate. You can find out more about inclusion and diversity at Dentons here: Inclusion and Diversity .

Dentons is committed to providing equal opportunities for all. We welcome applications from everyone including of any age, ethnicity, religion, sex, sexual orientation, gender identity, nationality, neurodiversity, disability, or with parental or caring responsibilities. We also offer flexible working hours.

During the application process, all applicants have the opportunity to tell us about any adjustments or support they require so they are able to perform at their best. Any information you share with us during the application process is treated in confidence.

If you are interested in applying for this position, we welcome direct applications via our careers page, but if you have any questions beforehand, please email [e-mail] . Enquiries only please – applications will not be accepted via email.

Please note that we will not accept unsolicited to the business, nor will we accept any associated terms of business.