Job Description
Reports to: Founder / Principal, with day-to-day support across the legal team
n
Location: Melbourne
n
Role type: Full-time or part-time across five days
n
Type: Flexible working arrangements available with some preferred contact time
n
ABOUT THE ROLE
n
We're looking for an organised, proactive and switched‐on Legal & Client Coordinator to become a key part of the Flawless HR team.
n
This is more than a traditional legal administration role. You'll sit at the centre of our client and legal operations, helping ensure our lawyers are supported, our clients receive an exceptional experience and the day-to-day running of the practice is organised and efficient.
n
You'll work closely with our Founder, legal team and Fractional COO, with exposure to all parts of a growing employment law and HR advisory business.
n
For the right person, there is a significant opportunity to grow with Flawless HR, with a potential pathway into Practice Manager, or even Paralegal depending on your career ambition.
n
WHAT YOU'LL BE RESPONSIBLE FOR
n
Client Experience & Coordination
n
n
Be a warm, professional first point of contact for clients.
n
Coordinate new client enquiries and onboarding.
n
Schedule client meetings and manage appointments.
n
Prepare engagement documentation and client correspondence.
n
Maintain client and matter information across our systems.
n
Coordinate follow-ups and ensure nothing falls through the cracks.
n
Help deliver a consistently high-quality Flawless client experience.
n
n
Legal Team Support
n
n
Provide administrative and coordination support to the legal team.
n
Open, maintain and close client matters.
n
Prepare, format and manage legal documents and correspondence.
n
Assist with document collation,



filing and matter preparation.
n
Coordinate signatures and execution of documents.
n
Maintain templates and precedent documents.
n
Assist lawyers with research and matter administration where experience allows.
n
Support deadlines, key dates and workflow across active matters.
n
n
Practice & Operations
n
n
Help maintain visibility over active matters, deadlines and team capacity.
n
Support invoicing, billing and payment follow-up processes.
n
Maintain CRM and practice management systems.
n
Keep internal documents, templates and processes organised and up to date.
n
Support team meetings, actions and follow-ups.
n
Identify opportunities to improve processes and ways of working.
n
Work with our Fractional COO on implementing new systems and operational improvements.
n
Provide general administrative support to the Founder where required, while ensuring the role remains focused on supporting the broader practice.
n
n
WHO WE'RE LOOKING FOR
n
You might already be working as a Legal Assistant, Legal Secretary, Junior Paralegal or Client Coordinator and be looking for a role with more exposure and room to grow.
n
You will ideally have:
n
n
1 to 2 years' experience in a legal, professional services or similar environment.
n
Excellent organisation and attention to detail.
n
Strong written and verbal communication skills.
n
Confidence dealing directly with clients.
n




The ability to manage multiple priorities without needing constant direction.
n
Strong technology and systems capability.
n
Positive judgement and discretion when handling confidential information.
n
A practical, solutions-focused mindset.
n
The confidence to follow things up and keep people accountable.
n
A willingness to get stuck in, no task is too big or too small.
n
Genuine interest in learning how a professional services business operates.
n
Experience within employment law or HR would be helpful, but isn't essential.
n
n
WHAT SUCCESS LOOKS LIKE
n
Within your first 6–12 months:
n
n
Our lawyers are spending significantly less time on administration and coordination.
n
Client onboarding and communication is consistent, organised and responsive.
n
Matters, deadlines and follow-ups are visible and well managed.
n
Our systems and documentation are accurate and up to date.
n
The Founder is less involved in day-to-day administration.
n
You understand how the broader Flawless business operates and are beginning to take ownership beyond your initial responsibilities.
n
n
YOUR DEVELOPMENT PATHWAY
n
We want this role to grow as Flawless HR grows. Depending on your career to date, we will create a bespoke pathway for growth.
n
Over time, this could mean taking greater responsibility for practice operations, systems, workflow, reporting, team coordination, resourcing and the overall day-to-day running of the business. Alternatively, this could be a pathway into a Paralegal role.
n
We're therefore looking for someone who doesn't just want their next job, but wants an opportunity to develop, take on more responsibility and build their career within Flawless HR.

📌 Legal And Client Coordinator (Victoria)
🏢 Flawless HR
📍 Victoria