Legal Receptionist

The Opportunity

We are currently recruiting a Legal Receptionist / Administrative Assistant for our Toowong Office.

• Immediate Start
• Full-time I Permanent position I Monday to Friday 8.30am – 5pm
• Will consider part-time (3-4 days) for the right candidate
• Alternative Part-Time | Permanent position | Tues-Thurs
• Excellent Team Culture
• Rewarding Industry, Career Development Opportunities

The Role:

We currently have a great opportunity for someone with strong administration skills to join our team at James Noble Law.

The Legal Receptionist / Admin position is a key role in the administrative team within the firm.  They are responsible for handling the day-to-day administrative operations of the firm as well as providing support to our leaders and team members.  You will oversee the office administration while ensuring the highest level of client service.  You will be proactive, detail-oriented, and possess excellent communication skills.

Reporting directly to the Office Manager your duties will include:

• Support Management's administration and onsite requirements as well as performing ad-hoc duties as per requested by senior management team.
• Front desk reception management.

Responsibilities

• Handle daily calls and emails from current and new clients, connect with customers via phone and email. You will answer phone calls in a professional and timely manner, directing enquiries as appropriate.
• Maintaining confidentiality of client matters.
• Sorting and distribution of mail. Posting of mail as required.
• Filing, archiving, scanning, photocopying and general administration of matters.
• Contributing to the role with new ideas and identifying new opportunities to improve client satisfaction.
• Manage and coordinate the solicitor's diaries to facilitate smooth scheduling and communications.
• Staff meetings: take notes, write minutes, and provide minutes to all staff after each meeting, ensuring accuracy and timely distribution. Set the follow up tasks for all staff after the meeting.
• Maintain a follow-up system (daily/weekly/monthly) ensuring tasks are completed on time.
• Collating and printing briefs for Counsel as required.
• Maintain and purchase office supplies, stationery, and kitchen supplies ensuring the office is well-stocked.
• Maintain a clean and organised office environment, ensuring that common areas are tidy and that any issues are addressed promptly.
• Greeting clients, preparing rooms for meetings and mediations, organising beverages for clients and tidying after meetings.
• Assist with client onboarding, including document management and communication.
• Maintain client records and ensure data is kept up-to-date and accurate.
• Any other duties that may be required time to time to assist others and ensure that the office runs smoothly.

About You:

To be successful, you will:

• Have excellent data entry skills and proficient with the Microsoft suite of software.
• Be reliable, punctual and conscientious.
• Have a current Drivers Licence or access to public transport.
• Have strong time management, organisational and multitasking skills with attention to detail.
• Demonstrate a proactive attitude and a willingness to learn and grow.
• Have the ability to prioritise tasks and meet deadlines in a fast-paced environment.
• Have excellent verbal and written communication and interpersonal skills.
• Have a warm, positive and professional attitude and appearance as well as attention to detail.
• Be a strong team player and collaborator, able to foster a positive office culture.
• Have the ability to implement and uphold office policies and procedures.
• Have experience in a front desk role and administration.
• Have excellent technology skills, proficient in Microsoft Office Suite and ability to learn new systems with ease.
• Have accurate touch typing skills.
• Be calm under pressure.
• Have a strong work ethic and willingness to go the extra mile.

What We Offer:

• Stability and the opportunity to grow within the company.
• A supportive, family-oriented workplace that values work-life balance.
• Flexible work arrangements within reason.
• Supportive and collaborative work environment.
• Opportunities for professional development.
• A role that offers variety and the chance to work autonomously within a supportive team environment.

In your cover letter, please answer the following:

• Do you have experience in administration, if so, how many years?
• Do you have experience with Smokeball Practice Management software and the Microsoft Office Suite?
• What's your expected annual base salary?
• How much notice are you required to give your current employer?
• Do you have customer service experience?
• Do you have data entry experience?