Legal Executive Assistant/Office Administration Manager

Legal Executive Assistant / Office Administration Manager 

The Firm 

Our boutique law firm located in the Brisbane CBD specialises in Conveyancing, Property & Projects & Commercial law.  With over 25 years experience we view communication & trust as critical elements when dealing with our clients and aim to operate with honesty, transparency and integrity in all our transactions. 

The Role 

We are looking for a dedicated and confident professional to join our team.  

You will be working closely with the Principal of our firm as an executive assistant and office administration manager facilitating and assisting with organisation of the day to day staff workflow and overall functioning and management of the firm.  

Ideal requirements: 

• Previous experience within professional legal environments
• Experience with programs LEAP or other legal management software
• Intermediate understanding & experience with the Microsoft suite of programs (predominantly word, excel and powerpoint), including accurate typing skills and attention to detail
• Excellent time management and responsible handling of clients
• Highly organised with an ability to meet deadlines and show initiative
• Competent in dealing with confidential and sensitive client information
• Understanding of general office administration and assistance with daily tasks

 The role will include (but is not limited to) the following: -

• Communicating with new and existing clients and legal professionals in a timely and helpful manner
• Onboarding new clients with client agreements
• Coordination of client appointments and meetings
• Opening new matters electronically and creating hard copy files as needed. This includes reviewing initial client instructions and obtaining further information and documentation as required, data entry using Leap Legal software, drafting initial correspondence to clients, delegation of work to staff members and ongoing staff and client management as the matter progresses to completion.
• Assisting principal with drafting of documents, client correspondence and timesheet entries and arranging meeting and appointments.
• Attending conveyancing settlements and general and trust account banking as required.
• Closing and archiving completed files
• Providing support to bookkeeper and accountant to faciliatate efficient ongoing financial management of the firm.
• Providing support to the broader team of solicitors as required, including document drafting and filing.
• Monitoring and converting unbilled WIP to invoices and chasing unpaid invoices.
• Using LEAP Legal software to manage client accounts, including general invoicing and trust accounting, in accordance with legislative obligations
• General office administration responsibilities as required (answering telephone calls, photocopying and filing, managing client and general mail, office purchases of supplies & stationery, arranging seminars and events.)
• Facilitating yearly renewal of practicing cerfificate and professional indemnity insurance.
• Faciliating yearly external trust account audits and understanding of QLS Trust Accounting Guide requirements. 
• Hiring new staff and negotiating employee benefits and employment contracts.
• Developing office and personnel policies.
• Assisting and faciliating updating of firm website and social media as well as related sales and marketing activities including production of flyers, brochures and powerpoint presentations.
• Facilitating new email addresses for new staff in conjuction with IT provider.
• Implementing systems, procedures and precedents to streamline efficient workflow, invoicing and invoice collection in the firm. 
• Monitoring and reviewing staff KPIs, budgets, billing and recoveries.
• Management of staff leave and entitlements.
• Attending ALPMA, sales and marketing events when required.

The Offer 

We can provide you with a rich environment to achieve your potential career goals. 

Salary expectation for someone meeting all the above will be commensurate with and negotiable depending on skills & experience.  

Please note that only shortlisted applicants will be contacted about their application. We thank you for your interest in working with us.