Secretary | Commercial Real Estate

The Legal secretary, Commercial Real Estate will deliver timely, efficient and high-quality administrative, secretarial and practice group-specific services to one Partner in the Commercial Real Estate practice group, as well as Associates and others primarily across the Commercial Real Estate practice group. The role-holder will be responsible for drafting and preparing correspondence, formatting documentation, managing expenses, matters, and billing, overseeing financial reporting, coordinating diary management, filing and travel bookings, and performing general administrative duties

Main responsibilities:

• Manage high volume monthly billing processes, financial reporting and specific client invoice requirements, including drafting and circulating invoices, distributing invoices to clients and necessary weekly, monthly and quarterly reporting responsibilities for key clients
• Answer the phone; appropriately screen calls, resolve simple queries wherever possible, take and relay messages promptly, and, if necessary, redirect queries
• Create, draft, edit and format a range of legal correspondence and documents, presentations and pitch documents, using version control and track changes
• Support the client matter intake process
• Reconcile expenses
• Undertake conflict searching
• Time entry - production of narratives, creation of glossaries, etc.
• Screen and organize correspondence (with voicemail, email, and regular postal mail) in the author's absence and as per requests
• Work directly with clients, develop and maintain relationships, and assist with business development activities
• Organize couriers, conferences and functions, travel and accommodation, internal and external meetings (including room, car spaces, catering, invitations, etc.) for authors
• Assist with client events and social functions for the Practice Group
• Manage authors' calendars and schedules, and keep informed about authors' whereabouts at all times
• Assist in preparing and distributing relevant documentation to authors before critical dates (e.g., meetings, court proceedings, settlements, etc.)
• Identify, open, generate, maintain, label, update and close files, according to task, author and the Firm's requirements
• Manage various ongoing projects as required

Skills and experience:

• Previous experience in a legal practice
• Real Estate experience is desirable, but not essential
• Experience in a monthly billing process
• A high level of accuracy and attention to detail
• A minimum typing speed of 50 wpm (90% accuracy rate)
• Excellent computer literacy in Microsoft Word, Excel, PowerPoint, and Outlook
• Excellent customer service and client relationship skills
• iManage and Chrome River experience is preferred, but not required
• Certificate IV in Business Administration or equivalent is desirable
• Able to work well in a team environment

Reports to:
Local Partner, Commercial Real Estate

Position type:
In Market

Development framework:
Business Support

About us

At Baker McKenzie we are different in the way we think, work and behave. With our team of 13,000 people, including over 6,500 locally admitted lawyers, in over 70 offices worldwide, we have a passionately collaborative community of 60 nationalities and are committed to world-class career development to everyone in every job at every level. Baker McKenzie can offer you both the uncompromising commitment to excellence expected of a top firm paired with a passionately global and genuinely collaborative working environment.

Additional Information

Baker McKenzie is an Equal Opportunity Employer. We are committed to promoting diversity and inclusion for all. Our unique international culture is reflected in the drawing together of a worldwide family of individuals from diverse cultures and backgrounds in all of our offices. We encourage the best people - regardless of race, religion or belief if any, gender, gender identity, disability, sexual orientation or age - to fulfill their professional aspirations with us. We are committed to ensuring an inclusive and accessible experience for all candidates.

About Baker McKenzie Sydney:

At Baker McKenzie, we are different in the way we think, work and behave. The first local, truly global law firm in Australia, we commenced operations in Sydney in 1964, in Melbourne in 1982 and in Brisbane in 2014. Our lawyers work seamlessly with our global colleagues, collectively providing a capacity of more than 13,000 people, including over 6,500 lawyers who work alongside our clients to drive growth that is both sustainable and inclusive.

Baker McKenzie Australia can offer you access to complex, market-leading matters working with some of the world's best legal minds-people who know the law and who understand business. We have an unrivalled ability to provide training and secondment opportunities across our global network. Locally, we have an inclusive culture of learning, coaching and opportunity where you will work in small teams on matters that often cross borders. We value people who think ahead and get noticed.

Our Benefits

• Financial benefits
  : competitive remuneration package, generous bonus scheme, salary continuance insurance, life insurance, salary sacrifice options, employee discounts, referral rewards, and travel insurance for you and your family
• Learning & development opportunities
  : client and international office secondments and regional and global development programs
• Flexibility
  : Hybrid and flexible working arrangements to balance your work and lifestyle
• Leave
  : 26 weeks paid parental leave for all parents with no minimum service, ability to purchase additional annual leave and flexible public holidays
• Health & wellbeing programs
  : Employee Assistance Program including confidential counselling and wellbeing and financial coaching for you and your immediate family, flu vaccinations and discounted health insurance