Legal Administrative Assistant (In-House)

Excolo.; Sydney; On-site; AUD 65,000 - 90,000; Full time

Job summary

Excolo seeks a Legal Administrative Assistant to support its in-house Legal team in Sydney, focusing on billing, invoicing accuracy, and vendor management.

You will raise POs, complete service receipting, reconcile invoices, and ensure timely payments while supporting diary coordination, travel, expenses, onboarding, and team events. The role blends administrative coordination with billing excellence in a fast-paced environment.

Qualifications

• 2–5 years supporting a team in an administrative or coordination capacity.
• Experience with invoicing, AP or purchase-to-pay is a plus.
• Keen to learn the full purchase-to-pay cycle from POs to service receipting and invoice matching.
• Sharp attention to detail and solid Excel skills.
• Clear communicator across multiple business units and external law firms.
• Well organised with ability to balance priorities as deadlines shift.
• Ability to manage workload without constant follow-up.
• Proactive approach to improve processes and workflows.
• Discretion with confidential financial and legal information.

Responsibilities

• Take ownership of legal billing, coding invoices to the correct entity, cost centre and GL account.
• Raise POs in the ERP before work starts and complete service receipting to ensure timely payments.
• Reconcile POs, receipts and invoices and chase any misalignments.
• Keep open POs current and follow up on outstanding items.
• Collaborate with Accounts Payable to track invoice status and unblock late payments.
• Run the monthly accrual process with internal stakeholders.
• Support Risk & Compliance with billing, handling a smaller volume but essential work.
• Maintain clean billing records and be audit-ready, assembling documentation for audits.
• Look for ways to improve how legal billing runs, and assist business users with process questions.
• Provide administrative support across the Legal team, including diary coordination, meeting bookings, document management, travel, expenses, onboarding and team events.

Skills

Attention to detail

Clear communication

Well organised

Proactive mindset

Discretion with confidential info

Tools

Excel

ERP systems

Job description

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 primary focus of the role initially, alongside broader administrative support across the team.

The Opportunity

• 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
• Provide administrative support across the Legal team, covering diary coordination, meeting bookings, correspondence, document management, travel, expenses, onboarding and team events

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