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
RESPONSIBILITIES:
Legal Administration
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Provide comprehensive secretarial and administrative support to the Principal Solicitor and Practice Manager
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Prepare, format, and amend legal documents, correspondence, and contracts, and complete online court applications
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Maintain accurate records and document management systems, including matter management
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Manage diary, appointment scheduling, and meeting coordination
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Handle incoming and outgoing correspondence, emails, and telephone enquiries
Conveyancing & Property Transactions
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Assist with residential and commercial conveyancing matters from instruction through to settlement
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Prepare conveyancing documentation and contracts
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Conduct title, council, and property searches
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Liaise with clients, real estate agents, brokers, buyers’ agents, and financial institutions
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Coordinate settlements and manage post-settlement requirements
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Prepare and lodge documents via PEXA
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Monitor critical dates and ensure compliance with settlement timelines
Estate Planning Support
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Draft and prepare Wills, Enduring Powers of Attorney, and Enduring Guardianship documents
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Coordinate execution appointments
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Manage client communications throughout the estate planning process
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Prepare probate and estate administration documentation where required
Financial Administration
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Prepare invoices and trust account requests
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Process receipts to clients and assist with accounts payable and receivable
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Reconcile client payments and matter-related expenses
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Manage financial administration using Xero
Client Service
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Act as the first point of contact for clients and stakeholders, delivering a high standard of professional service
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Maintain confidentiality and professionalism at all times
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Build and maintain strong relationships with referral partners including buyers’ agents, mortgage brokers, and real estate professionals
Requirements
Essential Skills & Experience
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Minimum 5 years’ experience as a Legal Secretary, Legal Assistant, or Conveyancing Secretary
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Proven experience supporting solicitors in a busy legal practice
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Experience preparing estate planning documents including Wills and Powers of Attorney
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Demonstrated ability to manage high-volume legal matters across multiple practice areas
Technical Skills
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Advanced proficiency in Smokeball and PEXA
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Experience with Xero for financial administration
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Advanced proficiency in Microsoft Word, Outlook, Excel, PowerPoint, and Teams
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Fast and accurate typing with strong document formatting capabilities
Personal Attributes
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Exceptional attention to detail and strong organisational skills
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Ability to prioritise competing deadlines in a fast-paced environment
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Excellent written and verbal communication skills
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Professional presentation with a client-focused approach
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Capable of working both independently and collaboratively within a team
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High level of discretion and confidentiality in handling sensitive legal and client information