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 chance 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 templatesDeveloping practical workflows for administration, billing and matter managementCreating standard operating procedures and checklistsKeeping the workspace organised, consistent and scalable
Manage incoming calls and emails, ensuring enquiries and follow-up actions are completedPrepare, format and proofread legal documentsManage document scanning, filing, templates and version controlMaintain organised digital files and document naming conventionsCoordinate administrative workflows to ensure matters progress efficiently




Prepare and lodge grant applications via Victoria Legal Aid (VLA) / ATLASMonitor grant progress, amendments and extensionsMaintain accurate supporting documentation and records
Support accounts payable and receivable processesAssist with invoicing workflows and reconciliation supportMaintain accurate financial recordsTaking 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 RegistrarExcellent written communication and document formatting skillsStrong organisational skills with exceptional attention to detailA proactive, solutions-focused approachHigh levels of discretion and professionalism when handling confidential informationConfidenience in supporting clients involved in criminal defence, child protection, family violence and intervention order matters, with the ability to communicate sensitively, professionally and without judgementConfidence using technology and learning new systems quickly
Highly Regarded
Experience using Victoria Legal Aid ATLASAccounts payable, accounts receivable or legal billing experienceExperience 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