Legal Secretary

About the Role An opportunity has arisen to join a skilled services firm in the role of Legal Secretary. This role is responsible for providing proactive practice and administrative support. You will support all client matter-related processes from inception through to completion and play a key role in ensuring the smooth, professional operation of the practice.

The role is the first point of contact for clients attending the office or contacting the practice and is responsible for managing day to day client-related matters. The role requires a high level of accuracy, reliability, and attention to detail, as well as regular in-person handling of documents.

This is a permanent full-time position.

Key Responsibilities

- Acting as the first point of contact for clients, including greeting clients and responding to enquiries via email and in person
- Managing client files and matters from opening through to completion
- Drafting, editing, and preparing documents with a high degree of accuracy and consistency
- Responding to client enquiries in a timely and professional manner, escalating matters where required
- Preparing and providing fee quotes to clients in accordance with the firm’s pricing
- Preparing documents for lodgement with government agencies and personally delivering and collecting documents from government agencies in the CBD
- Handling incoming and outgoing mail, including preparing documents for shipment and posting documents to clients
- Using the firm’s customer relationship management (CRM) system to manage clients and matters
- Invoice and billing management
- Taking initiative to anticipate the needs of the practice, manage priorities, and identify issues before they escalate
- Maintaining and updating client-facing materials, including guides and resources

Your Experience & Skills

- 3 years’ experience in a similar role within a professional services firm




- Exceptional attention to detail and accuracy in all work produced
- Proven ability to learn quickly and adapt to new systems and processes
- Ability to manage multiple tasks and shifting priorities throughout the day
- Confidence communicating with clients and explaining processes and fees clearly and professionally
- Advanced proficiency in Microsoft Word and Outlook, including advanced document formatting
- Strong written and verbal communication skills
- Ability to analyse, problem solve and apply appropriate use of judgement
- Strong organisational skills and ability to manage competing priorities
- Proactive, reliable, and highly dependable
- Ability to work independently and as part of a team
- Demonstrated ability to improve and streamline processes

About the Practice

We are a professional services firm providing Notary Public services to clients Australia-wide and overseas. We are based in the Perth CBD.

Why Work With Us?

You’ll be joining a solo professional practice where your contribution genuinely matters. We value high standards, initiative, and reliability. This role provides the opportunity to play a key role in the day-to-day success of the practice, working closely with the Director in a small office environment where responsibility and accountability are essential, and will suit someone who is a quick learner and comfortable managing multiple tasks and adapting to changing demands.

Working Arrangements

Full-time, in-office role. The role requires regular in-person attendance to manage physical documents, attend government agencies, and support daily practice operations.

Start Date and Other Requirements The start date is flexible.

You must be an Australian citizen, a permanent resident or hold a valid visa with full and unrestricted working rights in Australia. Proof of work rights will be required as part of the application process.

Next Steps

- If you are interested in this role, please click Apply.

📌 Legal Secretary (Perth)
🏢 Swift
📍 Perth