About The Role

Working Hours & Conditions: Monday to Friday, 8:00 AM to 5:30 PM Sydney Time

ROLE OVERVIEW

This is a broad and varied role that sits at the heart of daily operations — covering everything from conveyancing and estate planning support to financial administration and front-line client service. The ideal candidate brings a minimum of five years' legal secretarial experience, advanced proficiency in Smokeball and PEXA, and the confidence to manage a high-volume workload independently. This role requires someone who is meticulously organised, professionally presented, and deeply committed to accuracy, confidentiality, and client care.

RESPONSIBILITIES

Legal Administration

Provide comprehensive secretarial and administrative support to the Principal Solicitor and Practice Manager
Prepare, format, and amend legal documents, correspondence, and contracts, and complete online court applications
Maintain accurate records and document management systems, including matter management
Manage diary, appointment scheduling, and meeting coordination
Handle incoming and outgoing correspondence, emails, and telephone enquiries

Conveyancing & Property Transactions

Assist with residential and commercial conveyancing matters from instruction through to settlement
Prepare conveyancing documentation and contracts
Conduct title, council, and property searches
Liaise with clients, real estate agents, brokers, buyers' agents, and financial institutions
Coordinate settlements and manage post-settlement requirements
Prepare and lodge documents via PEXA
Monitor critical dates and ensure compliance with settlement timelines

Estate Planning Support

Draft and prepare Wills, Enduring Powers of Attorney, and Enduring Guardianship documents
Coordinate execution appointments
Manage client communications throughout the estate planning process
Prepare probate and estate administration documentation where required

Financial Administration

Prepare invoices and trust account requests
Process receipts to clients and assist with accounts payable and receivable
Reconcile client payments and matter-related expenses
Manage financial administration using Xero

Client Service

Act as the first point of contact for clients and stakeholders, delivering a high standard of professional service
Maintain confidentiality and professionalism at all times
Build and maintain strong relationships with referral partners including buyers' agents, mortgage brokers, and real estate professionals

Essential Skills & Experience

Minimum 5 years' experience as a Legal Secretary, Legal Assistant, or Conveyancing Secretary
Proven experience supporting solicitors in a busy legal practice
Experience preparing estate planning documents including Wills and Powers of Attorney
Demonstrated ability to manage high-volume legal matters across multiple practice areas

Technical Skills

Advanced proficiency in Smokeball and PEXA
Experience with Xero for financial administration
Advanced proficiency in Microsoft Word, Outlook, Excel, PowerPoint, and Teams
Fast and accurate typing with strong document formatting capabilities

Personal Attributes

Exceptional attention to detail and strong organisational skills
Ability to prioritise competing deadlines in a fast-paced environment
Excellent written and verbal communication skills
Professional presentation with a client-focused approach
Capable of working both independently and collaboratively within a team
High level of discretion and confidentiality in handling sensitive legal and client information