Legal Administration Coordinator
Salary: $63,000 - $79,000 + Super (depending on experience)
Schedule: Part-Time or Full-Time 3-5 Days per Week Monday - Friday 9-5
We have an excellent opportunity for a motivated and experienced
Legal Administration Coordinator
to join our client taking ownership of the firm's day-to-day administrative operations. This is a pivotal role supporting three Principal Directors and a team of lawyers that deliver legal support in Children's Law & Child Protection, Criminal Defence, Family Violence and Intervention orders.
About the role
This is much more than a reception or general administration position. You'll oversee legal administration, finance support and practice systems while ensuring the firm's operations run smoothly across all three offices. The successful candidate can be based in
Melbourne, Geelong or Warrnambool
.
Responsibilities include but are not limited to:
Maintaining and improving databases and templates
Developing practical workflows for administration, billing and matter management
Creating standard operating procedures and checklists
Keeping the workspace organised, consistent and scalable
Manage incoming calls and emails, ensuring enquiries and follow-up actions are completed
Prepare, format and proofread legal documents
Manage document scanning, filing, templates and version control
Maintain organised digital files and document naming conventions
Coordinate administrative workflows to ensure matters progress efficiently




Prepare and lodge grant applications via Victoria Legal Aid (VLA) / ATLAS
Monitor grant progress, amendments and extensions
Maintain accurate supporting documentation and records
Support accounts payable and receivable processes
Assist with invoicing workflows and reconciliation support
Maintain accurate financial records
Taking ownership of the firm's Notion practice management system
About you
Previous legal administration experience (desired)
Experience within a professional services environment such as a Court Registrar
Excellent written communication and document formatting skills
Strong organisational skills with exceptional attention to detail
A proactive, solutions-focused approach
High levels of discretion and professionalism when handling confidential information
Confidenience in supporting clients involved in criminal defence, child protection, family violence and intervention order matters, with the ability to communicate sensitively, professionally and without judgement
Confidence using technology and learning recent systems quickly
Highly Regarded
Experience using Victoria Legal Aid ATLAS
Accounts payable, accounts receivable or legal billing experience
Experience with Notion or similar workflow management software
Qualifications and experience
Formal qualifications are not essential; however, the following would be highly regarded:
Certificate IV or Diploma in Legal Services, Business Administration or Practice Management
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📌 Legal Administration Coordinator (Geelong)
🏢 Gforce Employment Solutions
📍 Geelong