Legal Administrative Assistant (In-House)

Excolo Partners Pty; Sydney; Vor Ort; AUD 60.000 - 85.000; Vollzeit

Zusammenfassung

Excolo Partners Pty is seeking a Legal Administrative Assistant to support the in-house Legal team with a strong billing focus and comprehensive administrative duties. The role involves diary management, travel, expenses, onboarding and event coordination alongside ownership of legal billing and PO processing.

You will work closely with Accounts Payable and Risk & Compliance to ensure accurate invoicing, timely payments and audit readiness, while looking for opportunities to streamline processes

Qualifikationen

• 2–5 years supporting a team in an administrative or coordination capacity, ideally in a law firm or professional services
• Exposure to invoicing, AP or purchase-to-pay; ERP experience is a bonus
• Keen to learn full purchase-to-pay cycle (POs to service receipting and invoice matching)
• Sharp attention to detail and solid Excel
• Clear communicator with stakeholders across multiple business units and external law firms
• Well organised, able to balance priorities and meet deadlines
• Proactive, process-minded with a focus on efficiency
• Discretion with confidential financial and legal information

Aufgaben

• Provide admin support across the Legal team including diary coordination, meeting bookings 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 to ensure timely payments
• Reconcile POs, receipts and invoices and follow up anything out of alignment
• Keep open POs current and follow up on outstanding items
• Work with Accounts Payable to monitor invoice status and unblock late payments
• Run monthly accruals with internal stakeholders
• Support Risk & Compliance with their billing and documentation
• Keep billing records clean and audit-ready and assist during audits
• Identify opportunities to improve billing workflows and ERP processes

Kenntnisse

Invoicing

AP / P2P exposure

ERP experience

Excel

Stakeholder communication

Organised / multitask

Discretion with confidential info

Tools

ERP systems

MS Excel

Jobbeschreibung

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 essentialKeen 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