About the job
The Role
Join our dynamic team as a Legal Secretary (Practice Support Coordinator) in Sydney, where you will play a vital role in delivering exceptional administrative and practice support to our esteemed lawyers. This position focuses on facilitating billable client work while ensuring that client interactions uphold the highest professional standards in line with the Firm’s policies and procedures.
As a Practice Support Coordinator, you will collaborate closely with client matter teams, overseeing all processes related to client matters from initiation to project completion, including billing and collection. Your proactive approach will be essential as you take full ownership of the responsibilities outlined below.
Key Responsibilities
Matter Management
Oversee client and matter clearance processes and initiate matter openings.
Conduct AML (Anti-Money Laundering) processes.
Draft and manage engagement letters with precision.
Maintain MTM (Matter Time Management) records.
Manage associate checklists effectively.
Organize and maintain matter document folders systematically.
Administer matter projects from inception to closure, which includes setting up SharePoint sites, updating email distribution lists, and supporting post-closing activities such as billing, archiving, and scheduling appointments and conference calls for lawyers.
Coordinate client and matter-team meetings and provide updates.
Commercials / Billing / Collections
Monitor and document project scope, adjustments, estimates, caps, and billing agreements.
Prepare matter balance reports and client fee updates.
Facilitate working capital management by:
Organizing monthly meetings between the relevant partner and the working capital team to review WIP (Work in Progress) and debt positions.
Preparing drafts for fee earners’ review, with a final review by the lead associate.
Rescheduling meetings as necessary to accommodate client commitments, ensuring they occur monthly.
Assist with billing and collection tasks, including generating timely and accurate GMPS bills, invoices, tax computations, and write-offs for review by the billing team.
Liaise with the billing team to ensure secure dispatch of invoices to clients.
Draft bills, modify narratives as needed, and prepare accompanying bill letters.
Business Development Support
Assist Partners and the Business Development team with various activities related to business development.
Revise business development materials, including CVs, pitches, presentations, and client briefings to ensure accuracy and relevance.
Monitor BD collateral (such as CVs and MIS) for accuracy and currency, including updates to the BD tracker and InterAction.
Organize, facilitate, and provide hosting support for events (including virtual events).
Coordinate client updates effectively.
Notify the BD team of visiting partners’ schedules and assist with related logistics.