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 new 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 cooperative 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

📌 Office Manager (Sydney)
🏢 Kalpaxis Legal
📍 Sydney