About the role
Position : Legal Secretary (Commercial, Criminal & Property)
Salary : PHP 80,000 to PHP 90,000 per month
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
Requirements
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
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