HFW is a sector focused global law firm with a focus on construction, shipping, aerospace, commodities, corporate & commercial and insurance. We have over 700 lawyers working across Australia, Asia, Europe, Middle East and the Americas. With a progressive approach to our roles in commercial business, thinking creatively and pragmatically to support our clients, we are dynamic, entrepreneurial and leaders in our specialist areas.
In Australia, we have 4 offices based in Melbourne, Sydney, Brisbane and Perth and around 210 team members.
Job Description
The Role
We are seeking a dedicated and experienced Legal Assistant to join our team in Melbourne on a permanent full-time basis. This role will be supporting one Partner and their fee earner group, which currently includes one Senior Associate, two Associates and one Law Graduate.
In this role, you will play a key role in supporting billing, matter administration, time recording, and client engagement, while also contributing to the smooth day-to-day operations of the team and office. This is a fast-paced and rewarding role suited to someone who is confident, proactive, and takes pride in delivering high-quality support. A significant portion of the role involves billing, so confidence working with numbers, strong attention to detail, and familiarity with billing systems are essential. Your key tasks and responsibilities will include:
Billing & Financial Administration
Preparing and managing complex billing processes using Elite 3E
Coordinating a structured billing review cycle involving lawyers and partners, ensuring accuracy and timely finalisation
Monitoring and follow up on bill distribution post-completion
Conducting ongoing review of time entry narrations throughout the month
Completing expense reconciliation via Chrome River
Offering time recording support as required
Matter and Document Management
Opening new matters and following Risk & Compliance procedures
Monitoring and managing document filing (including e-filing) and closing/archiving process
Maintaining and updating budgets for matters
Producing information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
Email & Diary Management
Organising and triaging Partners' inbox and calls
Monitoring and coordinating Partners' diaries and meetings
Organising Partners' travel arrangements, both domestic and international
Client & Business Development Support:
Ensuring client database records are up to date
Assisting and organising client events
Liaising with clients, maintaining and fostering relationships
Team Coordination & General Office Support:
Assisting new staff with office procedures
Assisting with office administration and Reception, and complete other administrative tasks as required
Desired Skills and Experience
About You
We are looking for a capable Legal Assistant who will ideally bring:
At least two years' experience in a legal assistant role
Strong billing experience, including handling complex and high-volume bills with accuracy and attention to detail
The ability to work proactively and autonomously, while also contributing to team goals
Excellent organisational skills, with the ability to manage competing priorities and meet deadlines
Advanced document preparation and management skills
Proficiency in time recording and diary management, with a proactive approach to supporting partner schedules and inboxes.
Strong communication and interpersonal skills, with the ability to liaise confidently with individuals on all levels.
A customer service mindset, with experience in coordinating client meetings and presentations considered a plus.
Eagerness to learn and share their knowledge
Prior experience with iManage and Elite 3E is highly regarded but not essential
What's in it for You?
If you're eager to join a friendly team in a positive environment, this opportunity could be ideal for you. As well as a friendly, down to earth group of colleagues, we offer the following benefits:
Market-competitive remuneration package, transparent and generous bonus scheme, employee referral incentives, and life and salary continuance insurance
Health & Wellbeing initiatives, such as annual flu vaccinations, access to the Employee Assistance Program, free subscriptions to wellbeing apps, and subsidised sporting activities
An active employee-led Social Committee, organising regular events in all our offices
Hybrid and flexible working arrangements, allowing you to balance work and life commitments effectively
The ability to purchase additional annual leave and access our Paid Parental Leave (26 weeks)
Beautiful offices in the CBD with excellent end-of-trip facilities
A welcoming, supportive, and collaborative work environment
What's next?
If this sounds like an opportunity for you, apply online with your CV and a brief cover letter outlining why you are interested in this role. We would love to hear from you!
If you have any questions, please contact: Maarja Kamar, HR Consultant - maarja.kamar@hfw.com.