Legal Secretary (AU Commercial, Criminal & Property)

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