[Hiring] Legal Secretary @D2B

Role Description

This is a broad and varied role that sits at the heart of daily operations — covering everything from conveyancing and estate planning support to financial administration and front-line client service. The ideal candidate brings a minimum of five years' legal secretarial experience, advanced proficiency in Smokeball and PEXA, and the confidence to manage a high-volume workload independently. This role requires someone who is meticulously organised, professionally presented, and deeply committed to accuracy, confidentiality, and client care.

Responsibilities

• Legal Administration
  • Provide comprehensive secretarial and administrative support to the Principal Solicitor and Practice Manager
  • Prepare, format, and amend legal documents, correspondence, and contracts, and complete online court applications
  • Maintain accurate records and document management systems, including matter management
  • Manage diary, appointment scheduling, and meeting coordination
  • Handle incoming and outgoing correspondence, emails, and telephone enquiries
• Conveyancing & Property Transactions
  • Assist with residential and commercial conveyancing matters from instruction through to settlement
  • Prepare conveyancing documentation and contracts
  • Conduct title, council, and property searches
  • Liaise with clients, real estate agents, brokers, buyers' agents, and financial institutions
  • Coordinate settlements and manage post-settlement requirements
  • Prepare and lodge documents via PEXA
  • Monitor critical dates and ensure compliance with settlement timelines
• Estate Planning Support
  • Draft and prepare Wills, Enduring Powers of Attorney, and Enduring Guardianship documents
  • Coordinate execution appointments
  • Manage client communications throughout the estate planning process
  • Prepare probate and estate administration documentation where required
• Financial Administration
  • Prepare invoices and trust account requests
  • Process receipts to clients and assist with accounts payable and receivable
  • Reconcile client payments and matter-related expenses
  • Manage financial administration using Xero
• Client Service
  • Act as the first point of contact for clients and stakeholders, delivering a high standard of professional service
  • Maintain confidentiality and professionalism at all times
  • Build and maintain strong relationships with referral partners including buyers' agents, mortgage brokers, and real estate professionals

Qualifications

• Minimum 5 years' experience as a Legal Secretary, Legal Assistant, or Conveyancing Secretary
• Proven experience supporting solicitors in a busy legal practice
• Experience preparing estate planning documents including Wills and Powers of Attorney
• Demonstrated ability to manage high-volume legal matters across multiple practice areas

Requirements

• Advanced proficiency in Smokeball and PEXA
• Experience with Xero for financial administration
• Advanced proficiency in Microsoft Word, Outlook, Excel, PowerPoint, and Teams
• Fast and accurate typing with strong document formatting capabilities

Personal Attributes

• Exceptional attention to detail and strong organisational skills
• Ability to prioritise competing deadlines in a fast-paced environment
• Excellent written and verbal communication skills
• Professional presentation with a client-focused approach
• Capable of working both independently and collaboratively within a team
• High level of discretion and confidentiality in handling sensitive legal and client information