Legal Administration Coordinator

Gforce Employment Solutions; Geelong; On-site; AUD 63,000 - 79,000; Part time

Job summary

Gforce Employment Solutions is seeking a Legal Administration Coordinator to support three principals and a team of lawyers across Children's Law, Criminal Defence, Family Violence, and Intervention orders. Based in Melbourne, Geelong or Warrnambool, the role oversees legal administration, finance support and practice systems to keep operations running smoothly.

The position offers flexible scheduling (3–5 days per week) and a salary of $63,000–$79,000 plus super, depending on experience.

Qualifications

• Legal administration experience preferred.
• Experience in professional services such as a Court Registrar.
• Excellent written communication and document formatting skills.
• Strong organisational skills with attention to detail.
• Proactive, solutions-focused approach.
• Discretion and professionalism with confidential information.
• Confidence using technology and learning new systems quickly.
• Notion/workflow management experience highly regarded.
• Victoria Legal Aid ATLAS experience helpful.

Responsibilities

• Maintain and improve databases and templates.
• Develop workflows for administration, billing and matter management.
• Create standard operating procedures and checklists.
• Keep workspace organised, consistent and scalable.
• Manage incoming calls and emails; follow up actions.
• Prepare, format and proofread legal documents.
• Handle document scanning, filing, templates and version control.
• Coordinate administrative workflows to progress matters efficiently.
• Prepare and lodge grant applications via VLA ATLAS and monitor progress.

Skills

Legal administration

Professional services experience

Written communication

Organization

Discretion

Confidentiality

Client communication

Education

Certificate IV or Diploma in Legal Services, Business Administration or Practice Management

Tools

Notion

ATLAS (Victoria Legal Aid)

Job description

Legal Administration Coordinator

Salary: $63,000 - $79,000 + Super (depending on experience)
Schedule: Part-Time or Full-Time 3-5 Days per Week Monday - Friday 9-5

We have an excellent opportunity for a motivated and experienced Legal Administration Coordinator to join our client taking ownership of the firm's day-to-day administrative operations. This is a pivotal role supporting three Principal Directors and a team of lawyers that deliver legal support in Children's Law & Child Protection, Criminal Defence, Family Violence and Intervention orders.

About the role

This is much more than a reception or general administration position. You'll oversee legal administration, finance support and practice systems while ensuring the firm's operations run smoothly across all three offices. The successful candidate can be based in Melbourne, Geelong or Warrnambool.

Responsibilities include but are not limited to:

• Maintaining and improving databases and templates
• Developing practical workflows for administration, billing and matter management
• Creating standard operating procedures and checklists
• Keeping the workspace organised, consistent and scalable

• Manage incoming calls and emails, ensuring enquiries and follow-up actions are completed
• Prepare, format and proofread legal documents
• Manage document scanning, filing, templates and version control
• Maintain organised digital files and document naming conventions
• Coordinate administrative workflows to ensure matters progress efficiently

• Prepare and lodge grant applications via Victoria Legal Aid (VLA) / ATLAS
• Monitor grant progress, amendments and extensions
• Maintain accurate supporting documentation and records

• Support accounts payable and receivable processes
• Assist with invoicing workflows and reconciliation support
• Maintain accurate financial records
• Taking ownership of the firm's Notion practice management system

About you

• Previous legal administration experience (desired)
• Experience within a professional services environment such as a Court Registrar
• Excellent written communication and document formatting skills
• Strong organisational skills with exceptional attention to detail
• A proactive, solutions-focused approach
• High levels of discretion and professionalism when handling confidential information
• Confidenience in supporting clients involved in criminal defence, child protection, family violence and intervention order matters, with the ability to communicate sensitively, professionally and without judgement
• Confidence using technology and learning new systems quickly

Highly Regarded

• Experience using Victoria Legal Aid ATLAS
• Accounts payable, accounts receivable or legal billing experience
• Experience with Notion or similar workflow management software

Qualifications and experience

Formal qualifications are not essential; however, the following would be highly regarded:

• Certificate IV or Diploma in Legal Services, Business Administration or Practice Management