Legal Administration & Workflow Lead

GForce Recruitment; Geelong; On-site; AUD 63,000 - 79,000; Part time

Job summary

GForce Recruitment is seeking a motivated Legal Administration Assistant to support three Principal Directors and a team of lawyers across three offices. You’ll oversee legal administration, finance support and practice systems to keep operations smooth, with Melbourne, Geelong or Warrnambool as base locations.

You will manage databases, workflows, invoicing and grant processes, while ensuring confidentiality and high standards of professionalism. A rewarding role in a busy legal environment.

Qualifications

• Previous legal administration experience preferred.
• Experience in a professional services environment such as a Court Registrar.
• Excellent written communication and document formatting skills.
• Strong organisational skills with exceptional attention to detail.
• Proactive, solutions-focused approach.
• Discretion and professionalism with confidential information.
• Confident using technology and learning new systems quickly.

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 calls and emails, ensuring follow-up actions.
• Prepare, format and proofread legal documents.
• Manage document scanning, filing and version control.
• Coordinate administrative workflows to progress matters efficiently.
• Prepare and lodge grant applications via Victoria Legal Aid (VLA) / ATLAS.
• Monitor grant progress and amendments.
• Support accounts payable and receivable processes.
• Assist with invoicing workflows and reconciliation.
• Oversee the firm's Notion practice management system.

Skills

Legal admin experience

Professional services

Written communication

Organisational skills

Proactive problem-solving

Discretion and professionalism

Tech savvy

Education

Certificate IV in Legal Services

Diploma in Business Administration

Diploma in Practice Management

Tools

Notion

ATLAS

Notion or similar workflow tool

Job description

GForce Recruitment is seeking a motivated Legal Administration Assistant to support three Principal Directors and a team of lawyers across three offices. You’ll oversee legal administration, finance support and practice systems to keep operations smooth, with Melbourne, Geelong or Warrnambool as base locations.

You will manage databases, workflows, invoicing and grant processes, while ensuring confidentiality and high standards of professionalism. A rewarding role in a busy legal environment.