Legal Administrative Assistant

Job Title: Administrative Assistant 

Key Responsibilities: 

File & Document Management 

∙Open new client files and ensure all required documentation is collected. 

∙Prepare and send proposals and letters of engagement for client signature. 

∙Input client and transaction data accurately into relevant systems and trackers. 

∙Maintain organized digital files across platforms such as Minute Box and Microsoft 365. 

Client Communication & Coordination 

∙Respond to client inquiries regarding deposits in trust and provide instructions for 

submission. 

∙Send confirmations of receipt of funds and maintain accurate transaction records. 

∙Screen, prioritize, and forward incoming emails to the appropriate team member. 

∙Provide timely updates and status reports to clients and internal staff. 

Internal Coordination & Software Use 

∙Collaborate with colleagues using Teams, Outlook, and Planner for task management 

and communication. 

∙Use practice management tools such as Lawyer Conveyancing System, Practice Panther, 

and Lawmatics for workflow tracking and client management. 

∙Support the implementation of new procedures and technologies to improve efficiency. 

General Administrative Support 

∙Update and maintain trackers and reports as required. 

∙Ensure accuracy and confidentiality in handling sensitive information. 

∙Provide ad hoc administrative support for real estate transactions and other legal tasks. 

Qualifications: 

∙1–3 years of administrative experience, preferably in real estate law, legal 

administration, or conveyancing. 

∙Proficiency with Microsoft 365 (Outlook, Teams, Planner, Word, Excel). 

∙Experience with legal and practice management software such as Lawyer Conveyancing 

System, Minute Box, Practice Panther, and Lawmatics (or ability to learn quickly). 

∙Strong attention to detail, organizational skills, and ability to manage multiple priorities. 

∙Excellent written and verbal communication skills. 

∙Proven ability to adapt to new procedures, tools, and workflows.

US shift

SAL-4-4.5 LPA