Matter Intake Assistant

DISCOVER more opportunities to DEVELOP your talents and THRIVE in a dynamic legal landscape.
At K&L Gates, we are looking for smart, imaginative and hard-working people with diverse backgrounds, experiences and ideas to join us. Perhaps our search for talented visionaries and your search for important and impactful work lead to the same place.
The Matter Intake Assistant is responsible for a variety of functions that support firm wide requests and initiatives.
These processes include research and review of submitted information, verbal and written communication with attorneys, staff, management and other administrative departments.
About the role
We are currently seeking a Matter Intake Assistant to work on a full-time basis in our Finance / Accounting team in Sydney reporting to a supervisor based in Sydney and the Matter Intake Manager based in our Pittsburgh office.
This role is critical to our business function. The successful candidate will be required to perform a variety of functions that support opening and maintaining new client-matter numbers for all firm offices ensuring these processes are managed smoothly and effectively. This involves multi-office responsibilities, which include research and review of submitted information, verbal and written communication key stakeholders. This person works closely with colleagues in the Finance / Accounting team to ensure seamless service to the firm.
What does the role involve?
Create new client / matter records manually or via the Metastorm program
Manually add office specific or regulatory based requirements to the client / matter records
Maintenance of the correct VAT / GST and withholding tax codes to a matter record based on jurisdictional requirements
Enter timekeeper and title exception rates based on the Elite 3E rate hierarchy
Co-ordinate with the billing team to generate "group" and "matter" summaries to determine the timekeeper's rate on a client or matter, view current WIP and AR balances, access the full billing history and to view statistical information including trust balances
Create "Matter Listing" reports for general queries and to provide detailed statistical data
Applicants with prior experience as a legal secretary or working in a finance role within professional services are encouraged to apply.
About you
We value our culture at K&L Gates and are proud of our friendly and respectful reputation. We are looking for a likeminded individual who in addition to possessing technical excellence is able to work collaboratively in a team to get things done.
You should be practical and proactive in your approach in addition to demonstrating strong problem solving skills and work well in a team.
This is a fast-paced, busy role, which requires a high degree of organisation. To be successful in this role you will be a self-starter who works efficiently, uses initiative and has exemplary attention to detail.
Ideally you will have experience in a similar role; however, it's more important that you bring the right skills and attitude.
Strong Microsoft Office skills are essential, as are excellent communication skills.
The extras
K&L Gates promotes equal opportunities for all employees to progress in their careers.
Initiatives include :
Social events – social club and sporting teams
Pro-bono programs and community involvement via our payroll giving prog
26 weeks paid parental leave
Flexible working options
Volunteering opportunities
Health and wellbeing programs - including wellness subsidies
Salary continuance insurance
About Us
The firm's Australian operations provide vast knowledge of the Australian legal marketplace across a wide spectrum of industries. With lawyers located in four established offices in Australia's leading financial and commercial centres and possessing substantial experience.
At K&L Gates, we foster an inclusive and collaborative environment across our fully integrated global platform that enables us to diligently combine the knowledge and expertise of our people to create teams that provide exceptional client solutions. We marry process with vision, success with dedication, method with passion, and innovation with creativity. The outcome : The K&L Gates Experience.
Located across five continents, we represent a broad array of leading global corporations in every major industry, capital markets participants, and ambitious middle-market and emerging growth companies. We also serve public sector entities, educational institutions, philanthropic organisations, and individuals. Our lawyers counsel clients on their most sophisticated legal challenges in all areas of corporate and regulatory law as well as litigation.
We are leaders in legal issues relating to industries critical to the economies of both the developed and developing worlds—technology, manufacturing, energy, transportation, telecommunications, financial services, and life sciences, among others.
Do you like what you see?
Please apply via our Careers page at
For more information please contact Tania Brierley, Recruitment Consultant at
For more information about K&L Gates please see our website
Referrals from agencies not accepted at this time.
K&L Gates reserve the right to close advertising earlier at our discretion.
K&L Gates is an equal opportunity employer and promotes the safety, wellbeing and inclusion of those with a disability. We welcome applications from people who have an indigenous and / or culturally and linguistically diverse background.
Stay safe when applying on-line and be aware of jobs and employment related scams via scamwatch.gov.au
Attachments :
K&L Gates Employee Benefits.pdf
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