Legal Administrator

Position Title: Legal Administrator

Employment Type: Full Time 

Reports To: Operations Manager / Administration Manager / Managing Director

Role Overview:

You will be the virtual backbone of the firm – managing files, preparing legal documents, supporting billing and trust processes, coordinating diaries, and liaising with third parties. You will not be required to greet in-person clients or perform physical office tasks, but you will handle client calls, emails, and administrative workflows with the same professionalism as an on-site team member.

You enable Australian lawyers and paralegals to focus on client outcomes by keeping documentation, compliance, and systems running accurately behind the scenes.

Core Responsibilities:

File & Matter Management

• Open and close client matters using firm procedures – 100% compliance with naming conventions and folder structures.
• Scan, save, and file all documents (digital only – no physical files) immediately after receipt.
• Maintain accurate client data, contact details, and file notes in the practice management system.
• Ensure no loose or unassigned documents remain.

Legal Document Preparation

• Prepare letters, forms, disclosure statements, costs agreements, affidavits, applications, notices of risk, and court documents from templates.
• Format all documents to firm standards; review drafts to remove tracked changes, comments, or draft markers.
• File, upload, and lodge documents via relevant court portals or third-party platforms.

Billing & Trust Support

• Raise invoices from time entries and matter numbers (month-end and as instructed).
• Support trust transactions in accordance with firm policy – flag discrepancies immediately.
• Assist with monthly billing preparation and pre-meeting invoice checks.

Compliance & Safe Custody (Remote)

• Assist with monthly/quarterly compliance audits – check file completeness, checklists, and trust records.
• Maintain strict confidentiality and integrity with all client and firm data.
• Record and release safe custody documents digitally as directed (policy-controlled).

Workflow & Coordination

• Manage lawyer diaries – court dates, hearings, deadlines, and key follow-ups.
• Flag upcoming deadlines and urgent dates proactively.
• Follow up with third parties (banks, courts, barristers, experts, psychologists, agents) for outstanding information.

Client & Telephone Support

• Answer incoming calls professionally via VOIP/phone system – aim for minimal missed calls.
• Take accurate, complete messages that require no follow-up clarification.
• Liaise with clients empathetically and professionally by phone and email.
• Escalate urgent or sensitive client issues appropriately.

Overflow & Cross-Team Support

• Assist any legal team member during peak periods or absences.
• Train and support new offshore/admin staff as needed.
• Monitor team calendars to avoid booking conflicts (virtual meetings only).

IT & Systems (Basic)

• Act as first point of contact for basic IT issues (printer, phone, email – remote tools).
• Onboard new staff to basic tools: Smokeball, email, phone system, scanning.

Qualifications:

• Prior experience in legal administration, reception, or admin (law firm experience highly essential – Australian firm experience essential).
• Excellent spoken and written English – professional phone manner and clear email communication.
• High attention to detail and strong organisational skills.
• Ability to manage multiple tasks in a fast-paced, deadline-driven environment.
• Proficiency with Microsoft Office (Word, Outlook, Excel).
• Ability to handle confidential information with discretion.
• Reliable internet connection, quiet home office, and backup power/internet plan.
• Familiarity with Australian legal terminology (family law, conveyancing, litigation, wills & estates).

Desirable:

• Experience with Smokeball practice management software.
• Experience with court portals (e.g., RedCrest, Commonwealth Courts Portal) or document lodgment.