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.