Legal Reception & Administration

NLS Law; Sydney; On-site; AUD 65,000 - 75,000; Full time

Job summary

NLS Law, a boutique family and children's law firm with offices in Sydney and Newcastle, seeks a Legal Receptionist / Administration Officer for our Sydney office on a full-time basis. You will be the first point of contact for clients and play a central role in keeping diaries, matters and correspondence running smoothly day to day.

We value organised, empathetic professionals who handle confidential information with discretion and provide warm, professional client service while supporting

Qualifications

• Prior experience in a legal reception, administration or client-facing support role is required.
• Strong organisational skills and the ability to manage competing priorities and deadlines across multiple solicitors and matters.
• Excellent verbal and written communication skills, and a warm, professional telephone manner.
• Confidence using practice management software, diary/calendar systems, and Microsoft Office.

Responsibilities

• Managing solicitors' calendars and court diaries, including scheduling and coordinating conferences, appointments and hearing dates
• Answering and directing incoming telephone calls in a professional and welcoming manner
• Monitoring and attending to incoming emails, escalating and actioning as appropriate
• Opening, maintaining and updating matter files, records and court documents in the firm's PMS
• Entering items into the PMS and matter files, including recording invoices received from external providers
• Liaising with counsel, mediators, and copy/print service providers as required and directed by solicitors
• Booking conferences, appointments and mediation sessions on behalf of solicitors
• Preparing, sending and tracking documents and correspondence to clients and third parties
• Providing general administrative and front‑of‑house support to solicitors and the broader team
• Other and additional roles as required for purposes of the role.

Skills

Legal reception experience

Excellent communication

Diary/calendar management

Discretion and confidentiality

Tools

Practice management software

Microsoft Office

Job description

NLS Law is a boutique specialist family and children's law firm with offices in Sydney and Newcastle, practising across NSW and nationally. We advocate for families and children with compassion, integrity and excellence across family law, parenting matters, property settlements, care and protection, adoption and surrogacy, and related appeal and administrative matters.

Our Solicitor Director is an Accredited Specialist in Children's Law, and our team has appeared before courts and tribunals including the High Court of Australia, the Full Court of the FCFCOA, the NSW Court of Appeal, the Supreme Court of NSW, the Federal Court, the Children's Court of NSW, NCAT and the AAT.

We are a supportive, collaborative team that takes pride in delivering high-quality legal services with heart, and in giving our people real opportunities to grow.

About the Role

We are seeking an organised and personable Legal Receptionist / Administration Officer to join our Sydney office on a full-time basis. This is a front-of-house and administrative support role, providing the first point of contact for our clients and playing a central role in keeping our solicitors' diaries, matters and correspondence running smoothly day to day.

Key Responsibilities

• Managing solicitors' calendars and court diaries, including scheduling and coordinating conferences, appointments and hearing dates
• Answering and directing incoming telephone calls in a professional and welcoming manner
• Monitoring and attending to incoming emails, escalating and actioning as appropriate
• Opening, maintaining and updating matter files, records and court documents in the firm's practice management system (PMS), ensuring accuracy and accessibility
• Entering items into the PMS and matter files, including recording invoices received from external providers
• Liaising with counsel, mediators, and copy/print service providers as required and directed by solicitors
• Booking conferences, appointments and mediation sessions on behalf of solicitors
• Preparing, sending and tracking documents and correspondence to clients, other parties and third parties as required and directed by solicitors
• Providing general administrative and front‑of‑house support to solicitors and the broader team, including greeting clients and visitors
• Other and additional roles as required for purposes of the role.

About You

• Prior experience in a legal reception, administration or client‑facing support role (family law or children's court experience is required for this Job role).
• Strong organisational skills and the ability to manage competing priorities and deadlines across multiple solicitors and matters
• Excellent verbal and written communication skills, and a warm, professional telephone manner
• Confidence using practice management software, diary/calendar systems, and Microsoft Office
• A high level of discretion and understanding of client confidentiality, given the sensitive nature of matters
• A proactive, empathetic approach and genuine care for the wellbeing of clients.

Classification

This role is classified at Level 4 of the Legal, Clerical and Administrative Employees classification structure under the Legal Services Award 2020 (MA000116).

Level 4 covers legal clerical and administrative employees who may work without direct supervision, exercise discretion and judgement, manage diaries and appointments on behalf of others, and organise information and correspondence to facilitate communication, consistent with the calendar and court diary management, client and practitioner liaison, and matter file responsibilities of this role.

Why Join NLS Law

• Be part of a specialist and boutique law firm making a genuine difference in the lives of families and children
• A supportive, collaborative team culture where your contribution is valued
• Standard business hours, Monday to Friday
• Professional development and mentoring opportunities, with scope for progression
• Competitive salary in line with the Legal Services Award 2020