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 in Brisbane, Melbourne, Sydney and Perth and around 220 team members.
Job Description
The Role
We are seeking a Legal Assistant to join our team in Perth on a permanent full-time basis. This role supports two Partners and their fee-earning teams within the Commodities sector.
In this role, you will play a pivotal role in supporting billing, matter administration, time recording, and client engagement, while also contributing to and supporting the smooth day-to-day operations of the team and office.
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 & Document Management
Opening new matters and following Risk & Compliance procedures
Managing version control & document tracking
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 travel arrangements, both domestic and international for teams
Client & Business Development Support:
Ensuring client contact details and Partner activities are current on InterAction
Assisting and organising client events alongside Marketing & Business Development team
Liaising with clients, maintaining and fostering relationships
General Office Support:
Supporting team members with operational tasks
Assisting with office administration and Reception, and complete other administrative tasks as required.
Desired Skills and Experience
About You
We are looking for a Legal Assistant who will ideally bring:
Four years' experience in professional services or law firm
Billing experience, including handling complex and high-volume bills with accuracy and attention to detail
The ability to work proactively and autonomously, whilst remaining connected to the teams and Legal Assistant group
Excellent organisational skills, with the ability to manage competing priorities and meet deadlines
Document preparation and management skills
Experience 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 knowledge
Prior experience with iManage, InterAction and Elite 3E is highly regarded but not essential
What's in it for You?
If you're ready to take the next step in your career and 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)
Centrally located office space with excellent end-of-trip facilities and premises benefits
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: Hana Edstein at hana.edstein@hfw.com