Client Terms Administrator

Herbert Smith Freehills LLP; Sydney; On-site; AUD 80,000 - 110,000; Full time

Benefits offered by this job

Holistic wellbeing fund

Home office allowance

Job summary

Herbert Smith Freehills Kramer seeks a highly organized Client Terms Administrator to join our Sydney office. You will manage the collection, review, tracking and maintenance of client engagement letters and terms of business across active matters, collaborating with partners, lawyers, business development and finance teams to ensure accuracy and compliance.

We cannot consider law students for this position.

Qualifications

• Tertiary degree or equivalent experience.
• Previous experience in a paralegal role.
• A can-do-attitude and passion for working collaboratively.
• Sound knowledge of the Microsoft Office suite (Outlook, Word, Excel and PowerPoint).
• Strong time management and organisational skills with proven ability to prioritise your time across several busy tasks.
• Well-developed written and verbal communication skills with a demonstrated ability to build effective relationships with stakeholders.
• A reliable and committed approach to your work.
• Is curious about new tech and open to learning, even better if you’re excited about AI!

Responsibilities

• Coordinate with Legal Assistants, Lawyers, Partners, Business Development and Finance teams to obtain, track and maintain engagement letters and client terms across active matters.
• Review engagement documentation for completeness, accuracy, execution and compliance with firm requirements.
• Identify, escalation and follow up on missing, expired, unsigned or non-compliant documentation.
• Compare client terms against the firm’s standard terms and escalate deviations or bespoke provisions where required.
• Upload, tag and manage engagement documents within the firm’s document management system, ensuring correct filing and accessibility.
• Maintain accurate trackers, registers and databases to monitor the status of engagement documentation.
• Archive superseded documentation in line with document retention policies.
• Support internal audits and file reviews to ensure engagement records are complete and correctly maintained.
• Respond to internal queries and provide regular updates on outstanding documentation to relevant stakeholders.

Skills

Paralegal experience

Can-do attitude

Team collaboration

Time management

Communication skills

Curiosity about AI

Reliability

Education

Tertiary degree or equivalent

Tools

Microsoft Office

Job description

Herbert Smith Freehills Kramer is a world-leading global law firm, where our ambition is to help you achieve your goals.

Exceptional client service and the pursuit of excellence are at our core. We invest in and care about our client relationships, which is why so many are longstanding. We enjoy breaking new ground, as we have for over 170 years.

As a fully integrated transatlantic and transpacific firm, we are where you need us to be. Our footprint is extensive and committed across the world’s largest markets, key financial centres and major growth hubs.

At our best tackling complexity and navigating change, we work alongside you on demanding litigation, exacting regulatory work and complex public and private market transactions. We are recognised as leading in these areas.

We are immersed in the sectors and challenges that impact you. We are recognised as standing apart in energy, infrastructure and resources. And we’re focused on areas of growth that affect every business across the world.

All of this is achieved by supporting the growth of our people, who help us deliver on our ambition - which is to help you achieve yours.

Herbert Smith Freehills Kramer: Your goals. Our ambition

The Opportunity

We are seeking a highly organised and detail-oriented professional to join us as a Client Terms Administrator in our Sydney office.

You will manage the collection, review, tracking and maintenance of client engagement letters and terms of business across active matters. Working closely with partners, lawyers, business development and finance teams, you will play a key role in ensuring engagement documentation is accurate, compliant and properly maintained.

Please note that we cannot consider law students for this position.

What you’ll do

• Coordinate with Legal Assistants, Lawyers, Partners, Business Development and Finance teams to obtain, track and maintain engagement letters and client terms across active matters.
• Review engagement documentation for completeness, accuracy, execution and compliance with firm requirements.
• Identify, escalation and follow up on missing, expired, unsigned or non-compliant documentation.
• Compare client terms against the firm’s standard terms and escalate deviations or bespoke provisions where required.
• Upload, tag and manage engagement documents within the firm’s document management system, ensuring correct filing and accessibility.
• Maintain accurate trackers, registers and databases to monitor the status of engagement documentation.
• Archive superseded documentation in line with document retention policies.
• Support internal audits and file reviews to ensure engagement records are complete and correctly maintained.
• Respond to internal queries and provide regular updates on outstanding documentation to relevant stakeholders.

What you’ll bring

• Tertiary degree or equivalent experience.
• Previous experience in a paralegal role.
• A can-do-attitude and passion for working collaboratively.
• Sound knowledge of the Microsoft Office suite (Outlook, Word, Excel and PowerPoint).
• Strong time management and organisational skills with proven ability to prioritise your time across several busy tasks.
• Well-developed written and verbal communication skills with a demonstrated ability to build effective relationships with stakeholders.
• A reliable and committed approach to your work.
• Is curious about new tech and open to learning, even better if you’re excited about AI!

What you can expect from us

• We’re a world leading international law firm with a global team of over 6,000 professionals across 26 offices. As the market leader in Australia, we are committed to high performance, collaboration, diversity and digital innovation. We are client-centred, commercially driven, and renowned for our solution-focused expertise. We will align your growth with our ambitions.
• We make your personal and professional growth our business. And as part of the team, our ambition is yours too. Wherever you are in your career: grow and help the firm grow with you.
• We will provide opportunities to learn on the job as well as a mix of learning opportunities tailored to you. Daily experiences, supportive challenges, team collaboration, mentors, and structured learning opportunities help you to expand your knowledge and reach your goals.
• We value your wellbeing, both at home and work and we place a strong emphasis on mental health. If you need support, you’ll have it and we’ll empower you to harness your personal strengths, navigate uncertainty, embrace opportunities, and effectively manage things within your control.
• For more benefits on offer such as our holistic wellbeing fund or home office allowance please click here.
• Join us to be part of a human, bold and outstanding team at Australia’s market leading law firm.

We are committed to attracting people from all backgrounds and creating a respectful and inclusive culture where everyone thrives. We see this as essential to our success, including our ability to innovate and achieve sustained high performance. This is a key part of our Values-Human, Bold, and Outstanding..

Team

General Counsel and Risk

Working Pattern

Full time

Location

Sydney

Contract type

Permanent Contract

Diversity & Inclusion

We are committed to attracting people from all backgrounds and creating a respectful and inclusive culture where everyone thrives. We see this as essential to our success, including our ability to innovate and achieve sustained high performance. This is a key part of our Values-Human, Bold, and Outstanding.