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.