Office Coordinator | Flexible Work & Growth in Legal Admin

Migration Downunder; Willoughby; Hybrid; AUD 70,000 - 90,000; Full time

Benefits offered by this job

Flexible working

Birthday leave

Self-indulgence day quarterly

Team events

Training by immigration professionals

Diverse and supportive team

Job summary

Migration Downunder is seeking an Office Coordinator to support our advisers and lawyers across Sydney and Melbourne. You’ll manage the front desk, billing paperwork and Home Affairs correspondence while learning our systems and procedures.

You’ll grow into project work and cover for the Practice Manager when needed. You’ll be the first contact for clients, ensuring smooth office operations, accurate records and timely communications.

Qualifications

• Previous experience dealing with customers or clients, such as reception or administration
• Excellent written and spoken English, by phone, by email and in person
• Accuracy with details, data entry and numbers
• Confidence using Microsoft 365 and a willingness to learn new systems
• Good judgement about when to check something or ask for help
• Experience in a legal, migration, accounting or other professional services office
• Experience preparing invoices, receipts or client agreements
• Experience with Mailchimp, Canva or a practice management system
• Experience with Xero or similar accounting system
• We’ll train you in Migration Manager and our procedures

Responsibilities

• Answer our main phone line, handle general enquiries and take accurate messages
• Welcome clients and visitors to our Sydney office
• Prepare client cost agreements, invoices and receipts from our templates
• Monitor our visa inbox, record Department of Home Affairs correspondence
• Keep client files and records accurate and up to date
• Build client newsletters in Mailchimp and social posts in Canva for review
• Order supplies, coordinate the cleaning roster and keep the office running smoothly
• Log IT issues with our provider and follow them through to resolution
• Book approved travel and help organise team events
• Take minutes at team meetings and follow up action items
• Help with onboarding logistics for new team members

Skills

Reception experience

Customer service

English communication

Attention to detail

Microsoft 365

IT issue logging

Invoices

Client agreements

Mailchimp

Canva

Xero

Tools

Mailchimp

Canva

Xero

Microsoft 365

Job description

Migration Downunder is seeking an Office Coordinator to support our advisers and lawyers across Sydney and Melbourne. You’ll manage the front desk, billing paperwork and Home Affairs correspondence while learning our systems and procedures.

You’ll grow into project work and cover for the Practice Manager when needed. You’ll be the first contact for clients, ensuring smooth office operations, accurate records and timely communications.