WE’RE HIRING | OFFICE MANAGER

Kalpaxis Legal Norwest, Sydney

Full-Time Hybrid Working 2 Days From Home

Are you an experienced Office Manager who thrives on organisation, takes initiative and enjoys making a genuine difference?

Kalpaxis Legal is a boutique family law firm based in Norwest, Sydney. We are passionate about providing compassionate, strategic and results-driven legal representation to individuals and families navigating some of life’s most challenging circumstances.

We are seeking an experienced, highly organised and proactive Office Manager to oversee the daily operations of our growing practice.

This is an opportunity for someone who enjoys taking ownership, implementing systems, supporting a busy legal team and ensuring the firm operates efficiently.

We are looking for someone who doesn’t simply manage tasks but identifies opportunities to improve the way we work.

ABOUT THE ROLE

Reporting directly to the Principal Solicitor, you will be responsible for the effective management of the firm’s administrative, operational and business support functions.

You will play a pivotal role in ensuring our solicitors can focus on delivering exceptional legal services while you oversee the systems, processes and people that keep the practice running smoothly.

KEY RESPONSIBILITIES

Office & Practice Management

Oversee the day-to-day operations of the firm.

Manage office administration, workflows and operational procedures.

Develop, implement and maintain efficient office systems and processes.

Identify opportunities to streamline administrative functions and improve productivity.

Manage office suppliers, service providers, subscriptions and operational expenses.

Ensure the office maintains a professional, organised and welcoming environment.

Coordinate office maintenance, equipment and technology requirements.

Staff Management & Human Resources

Supervise and support administrative and legal support staff.

Coordinate staff workloads, responsibilities and task allocation.

Assist with recruitment, onboarding and induction of current employees.

Manage staff leave requests, attendance records and office coverage.

Coordinate performance reviews, training and professional development.

Develop and maintain internal policies, procedures and staff manuals.

Foster a positive, accountable and collaborative workplace culture.

Client Experience & Matter Administration

Oversee client enquiries, intake procedures and onboarding.

Ensure client communications are handled professionally, sensitively and promptly.

Monitor administrative workflows to ensure matters progress efficiently.

Oversee appointment scheduling,



diary coordination and client follow-ups.

Maintain consistent standards of client service across the firm.

Assist with resolving administrative client concerns.

Ensure appropriate confidentiality, discretion and sensitivity when dealing with vulnerable clients, particularly those experiencing domestic and family violence.

Financial & Accounts Administration

Oversee invoicing, billing processes and accounts receivable.

Monitor outstanding invoices and coordinate debtor management.

Assist with monthly financial reporting and operational budgets.

Liaise with the firm’s external accountants and bookkeepers.

Monitor office expenditure and identify cost-saving opportunities.

Oversee administrative processes relating to trust accounting, ensuring compliance with applicable requirements and appropriate supervision.

Assist the Principal Solicitor with financial and operational performance reporting.

Legal Practice Systems & Compliance

Oversee the effective use of the firm’s practice management software, Smokeball.

Ensure accurate and consistent file management and administrative record-keeping.

Maintain and improve document templates, precedents and internal workflows.

Monitor administrative compliance processes, including client identification, engagement documentation and file-opening procedures.

Assist with the implementation and maintenance of regulatory compliance policies and procedures.

Coordinate IT support, software systems and digital solutions.

Identify and implement appropriate automation and technology to improve operational efficiency.

Business Operations & Growth

Work closely with the Principal Solicitor to implement business improvement initiatives.

Assist with strategic planning and operational projects.

Monitor key operational performance indicators.

Support marketing initiatives, networking events and business development activities.

Coordinate relationships with external consultants, suppliers and professional service providers.

Assist with the development of systems and processes to support the firm’s continued growth.

ABOUT YOU

We are looking for someone who is confident, resourceful, detail-oriented and capable of managing competing priorities in a busy professional environment.

The ideal candidate will have:





Previous experience as an Office Manager, Practice Manager or Operations Manager, preferably within a law firm or professional services environment.

Strong organisational, administrative and time-management skills.

Demonstrated experience managing staff and office operations.

Excellent written and verbal communication skills.

A proactive approach to problem-solving and process improvement.

Strong attention to detail and the ability to work independently.

Experience with billing, accounts administration and financial reporting.

Confidence using technology and implementing new systems.

A high level of professionalism, discretion and emotional intelligence.

The ability to manage confidential and sensitive information.

A genuine commitment to delivering exceptional client service.

Highly regarded

Previous experience working in a family law practice.

Experience using Smokeball.

Knowledge of legal billing and trust accounting procedures.

Experience implementing automation, workflows and operational improvements.

Experience managing a growing skilled services business.

WHAT WE OFFER

Hybrid working arrangements: Work from home two days per week.

A full-time position based in our modern Norwest office.

The opportunity to work directly with the Principal Solicitor and contribute to the firm’s growth.

Genuine autonomy and ownership of your role.

A supportive, professional and collaborative working environment.

The opportunity to introduce new ideas, improve systems and shape the firm’s operations.

A meaningful role within a practice committed to supporting individuals and families through difficult life transitions.

- Competitive remuneration commensurate with experience.

WHY JOIN KALPAXIS LEGAL?

At Kalpaxis Legal, we believe that exceptional legal services begin with an exceptional team.

We are a boutique practice with a strong commitment to client care, professional excellence and creating a workplace where our people feel supported and valued.

We are looking for someone who wants to grow with our firm, contribute ideas and play an integral role in our continued success.

HOW TO APPLY

If you are an experienced Office Manager who takes pride in creating structure, improving efficiency and supporting a high-performing team, we would love to hear from you.

Please forward your CV and a brief cover letter outlining your relevant experience to:

[email protected]

Location: Suite 222, 2–8 Brookhollow Avenue, Norwest NSW 2153

Kalpaxis Legal

Compassionate advocacy. Strategic representation. Meaningful outcomes.

📌 Office Manager (Sydney)
🏢 Kalpaxis Legal
📍 Sydney