Legal Administrative Assistant (In-House)

Excolo; Sydney; Sur place; AUD 55 000 - 75 000; Plein temps

Résumé du poste

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.

Responsabilités

• 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.

Connaissances

Administrative support

Invoicing

ERP familiarity

Excel

Stakeholder communication

Outils

ERP systems

Purchase orders

Description du poste

We’re partnering with a fast-growing multinational company looking to bring on a Legal Administrative Assistant to support their in-house Legal team. Billing will be the focus of the role initially, alongside broader administrative support across the team.

The Opportunity

• Provide administrative support across the Legal team, covering diary coordination, meeting bookings, correspondence, document management, travel, expenses, onboarding and team events
• Take ownership of legal billing, coding invoices from external law firms and vendors to the right entity, cost centre and GL account
• Raise POs in the ERP before work starts and complete service receipting so suppliers are paid on time
• Reconcile POs, receipts and invoices, and chase down anything that doesn’t line up
• Keep open POs current and follow up outstanding items
• Work with Accounts Payable to stay across where invoices sit and unblock late payments
• Run the monthly accrual process with internal stakeholders
• Support Risk & Compliance with their billing, a smaller volume than Legal but no less important
• Keep billing records clean and audit ready, and pull together documentation when audits come up
• Look for ways to improve how legal billing runs, both in the workflow and in the ERP, and help business users who have questions about the process

What We’re Looking For

• 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
• Clear communicator, comfortable working with stakeholders across multiple business units and with external law firms to resolve queries
• Well organised, able to balance competing priorities and adapt as deadlines shift
• The ability to manage your own workload without being chased
• A proactive approach, an eye for making processes run more efficiently and the instinct to ask what you can help with
• Discretion with confidential financial and legal information