Job Description
An opportunity has arisen to join a professional 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.
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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.
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This is a permanent full-time position.
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Key Responsibilities
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Acting as the first point of contact for clients, including greeting clients and responding to enquiries via email and in person
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Managing client files and matters from opening through to completion
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Drafting, editing, and preparing documents with a high degree of accuracy and consistency
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Responding to client enquiries in a timely and professional manner, escalating matters where required
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Preparing and providing fee quotes to clients in accordance with the firm's pricing
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Preparing documents for lodgement with government agencies and personally delivering and collecting documents from government agencies in the CBD
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Handling incoming and outgoing mail, including preparing documents for shipment and posting documents to clients
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Using the firm's customer relationship management (CRM) system to manage clients and matters
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Invoice and billing management
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Taking initiative to anticipate the needs of the practice, manage priorities, and identify issues before they escape
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Maintaining and updating client-facing materials, including guides and resources
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Your Experience & Skills
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3 years' experience in a similar role within a professional services firm
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Exceptional attention to detail and accuracy in all work produced
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Proven ability to learn quickly and adapt to new systems and processes
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Ability to manage multiple tasks and shifting priorities throughout the day
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Confidence communicating with clients and explaining processes and fees clearly and professionally
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Advanced proficiency in Microsoft Word and Outlook, including advanced document formatting
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Strong written and verbal communication skills
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Ability to analyse, problem solve and apply appropriate use of judgement
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Strong organisational skills and ability to manage competing priorities
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Proactive, reliable, and highly dependable
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Ability to work independently and as part of a team
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Demonstrated ability to improve and streamline processes
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About the Practice
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We are a skilled services firm providing Notary Public services to clients Australia-wide and overseas. We are based in the Perth CBD.
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Why Work With Us?
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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.
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Working Arrangements
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Full-time, in-office role. The role requires regular in-person attendance to manage physical documents, attend government agencies, and support daily practice operations.
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Start Date and Other Requirements
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The start date is flexible.
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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.

📌 Legal Secretary (Perth)
🏢 Swift
📍 Perth