In-House Legal Billing & Admin Specialist

Excolo; Sydney; On-site; AUD 55,000 - 75,000; Full time

Job summary

Excolo is seeking a Legal Administrative Assistant to support the in-house Legal team in Sydney. The role focuses on legal billing and broader administrative duties, including diary management, correspondence, travel and expenses, onboarding and team events.

You will own the billing process, code invoices to the correct entity and cost centre, raise POs in the ERP, and ensure timely payments. Strong attention to detail and Excel are essential, with 2–5 years in an admin/coordinating role

Qualifications

• 2-5 years supporting a team in an administrative or coordination capacity, ideally in a law firm, professional services or in-house environment.
• Exposure to invoicing, AP or purchase-to-pay. ERP experience is a bonus, not essential.
• Keen to learn the full purchase-to-pay cycle, from POs through to service receipting and invoice matching.
• Sharp attention to detail and solid Excel.

Responsibilities

• Provide administrative support across the Legal team, including diary coordination, meeting bookings, correspondence and document management.
• Take ownership of legal billing, coding invoices to the correct entity, cost centre and GL account.
• Raise POs in the ERP and complete service receipting so suppliers are paid on time.
• Reconcile POs, receipts and invoices and address any discrepancies.
• Keep open POs current and follow up outstanding items.
• Collaborate with Accounts Payable to track invoices and unblock late payments.
• Run the monthly accrual process with internal stakeholders.
• Support Risk & Compliance with billing matters as needed.
• Maintain clean billing records and prepare documents for audits.
• Suggest improvements to legal billing workflows and ERP usage.

Skills

Administrative support

Invoicing

ERP familiarity

Excel

Stakeholder communication

Tools

ERP systems

Purchase orders

Job description

Excolo is seeking a Legal Administrative Assistant to support the in-house Legal team in Sydney. The role focuses on legal billing and broader administrative duties, including diary management, correspondence, travel and expenses, onboarding and team events.

You will own the billing process, code invoices to the correct entity and cost centre, raise POs in the ERP, and ensure timely payments. Strong attention to detail and Excel are essential, with 2–5 years in an admin/coordinating role