Administration Officer

Masons Solicitors Limited; Toowoomba Regional; On-site; AUD 45,000 - 60,000; Full time

Benefits offered by this job

Free parking on site

CBD location

Job summary

Masons Solicitors Limited invites applications for an Administration Officer to support both on-site and off-site teams in a busy, friendly law practice identified with Toowoomba region. You’ll gain broad exposure to day-to-day office operations, with ample learning and training opportunities.

No prior legal experience is required; we value organisation, strong communication, and a proactive attitude to help clients and colleagues while maintaining high standards of accuracy and confidentiality.

Qualifications

• No legal or professional work experience required; training provided.
• Excellent written and verbal communication skills.
• Strong organisational skills and attention to detail.

Responsibilities

• Answer calls promptly and transfer or record detailed messages.
• Maintain offices and facilities in a tidy, organised state.
• Order stationery and office supplies.
• Arrange with offsite team payment of creditors and other outlays.
• Assist with electronic and personal banking for clients and the office.
• Draft invoices for clients and receipting payments.
• Assist clients with digital processes including verification and signature processes.
• Support team with file openings, data entry, and follow-up emails.
• Maintain electronic and paper records accurately.
• Stay updated on cyber security training and compliance protocols.
• Prepare documents for review.

Skills

Strong communication

Organisational skills

Attention to detail

Reliability & discretion

Microsoft Office

Tech-savvy

Team support

Tools

Smokeball

Job description

At Masons Solicitors, we’ve been proudly serving Toowoomba and the Darling Downs for more than 30 years. Our team brings together decades of experience across business, commercial, conveyancing, wills, estates and general law. We work closely to deliver trusted, practical advice to our clients. As a team, we – and you will too - enjoy a supportive work environment where our people back each other and where work-life balance is genuinely encouraged.

About the Role

As an Administration Officer you will provide support to our on and off-site team members. This is a role that will see you using your strong attention to detail, communication, people and management skills. Our team has embraced the digital age and compliances

You don’t need legal or professional work experience to get started. If you’re organised, comfortable with technology, communicate well and are keen to learn, we can provide the training and support to help you build your knowledge and confidence in the role.

What you’ll be doing:

• Answering calls promptly and professionally, transferring or recording detailed messages.
• Maintaining all areas of the office and associated facilities in a tidy, organised state.
• Ordering stationery and office supplies.
• Arranging with offsite team payment of creditors and other outlays.
• Assisting with electronic and personal banking for clients and the office.
• Draft invoices for clients and receipting payments.
• Work with our clients to assist them with digital processes including verification and signature processes
• Assisting your team members with file openings, data entry, follow-up emails, and general workflow tasks.
• Maintaining both electronic and paper records accurately.
• Staying across cyber security training and protocols to ensure compliance and good practice.
• Preparing documents for review.

About You

We’re looking for someone who is approachable and empathetic as well, organised, and eager to be part of a professional law firm environment. You’ll take pride in your work, be comfortable juggling multiple priorities, and show initiative when supporting both clients and colleagues.

You will bring:

• Previous experience in an administration, reception, or office support role (legal or professional services experience is an advantage).
• Strong communication skills — confident and empathetic on the phone and professional in written correspondence.
• Good organisational skills with the ability to manage competing tasks and deadlines.
• Accuracy and attention to detail, especially with data entry and document preparation.
• An empathetic, client-focused attitude with a willingness to assist wherever needed.
• Strong digital confidence with Microsoft Office and the ability to learn new software (experience with Smokeball highly regarded).
• Reliability, discretion, and a proactive approach to supporting a busy team.

For candidates seeking a start to the industry, you will bring

• A genuine willingness to learn and develop your skills
• Confidence communicating with people by phone, email and face-to-face
• Good organisation skills and the ability to keep track of different tasks
• Strong attention to detail and pride in getting things right
• Confidence using computers and technology, with the ability to pick up new systems
• A friendly, professional and empathetic approach when dealing with clients
• Reliability, discretion and a willingness to help your team
• Previous experience in customer service is welcome, but not essential

This is a great opportunity to make the role your own, work with autonomy, and build your expertise in a supportive, down-to-earth environment.

Why you’ll love working here!

• Small team environment with lots of support
• CBD location with free parking on site
• Additional .5 day leave per month