Operations & Administration Support Specialist

Empire Group; Sydney; Hybrid; AUD 65,000 - 85,000; Full time

Benefits offered by this job

Flexible and hybrid working

Parental leave benefits

Study assistance

Employee assistance program

Wellbeing programs

Team events

Job summary

Empire Group is seeking an Operations & Administration Support Specialist to join a national Resolutions, Recoveries & Disputes team. You will handle workflow coordination, matter management, client requests and reporting while supporting legal teams across Australia.

The role emphasizes efficient opening, progression and control of matters, with a focus on accuracy and proactive problem solving in a fast-paced environment.

Qualifications

• Previous administration, legal administration or operations support experience.
• Strong organisational skills and the ability to manage competing priorities.
• Attention to detail and commitment to accuracy.
• Proactive and solutions-focused approach.
• Strong communication and stakeholder management skills.
• Ability to work in a high-volume environment.
• Experience with Microsoft Office, especially Excel.
• Ability to meet deadlines under pressure.
• Positive attitude and willingness to learn.

Responsibilities

• Monitor and manage team inboxes, distributing instructions and responding to queries and requests.
• Review and respond to client administrative enquiries.
• Conduct conflict searches and open new matters across multiple systems.
• Maintain file management systems, portals and matter records.
• Monitor process server updates and maintain portal information.
• Process bulk notice instructions and prepare associated documentation.
• Conduct title searches and quality-check information.
• Generate and collate documents for service and post.
• Run daily reports and complete data reconciliation tasks.
• Assist with daily, weekly and monthly reporting requirements.
• Manage service and postal records.
• Undertake e-filing of court documents.
• Attend physical settlements as required.
• Provide general operational and administrative support to the wider team.

Skills

Administration experience

Legal administration

Operations coordination

Stakeholder management

Attention to detail

Tools

Microsoft Office

Excel

Job description

Operations & Administration Support Specialist

The Opportunity

An exciting opportunity has arisen for an Operations & Administration Support Specialist to join a national Resolutions, Recoveries & Disputes team.

Supporting a high-performing practice that acts for banks and financial institutions, you will play a key role in ensuring matters are opened, managed and progressed efficiently. Working across a variety of operational and administrative functions, you will assist with workflow coordination, matter management, client requests, reporting and document processing while supporting legal teams nationally.

About the Firm

Our client is a national legal services organisation that combines legal expertise, technology and operational excellence to deliver streamlined solutions for enterprise clients across Australia.

With a strong focus on innovation and process improvement, the business manages complex, high-volume matters in a fast-paced environment. The organisation is known for its collaborative culture, commitment to professional development and investment in technology-driven legal service delivery.

About the Role

As an Operations & Administration Support Specialist, you will:

• Monitor and manage team inboxes, distributing instructions and responding to queries and requests
• Review and respond to client administrative enquiries
• Conduct conflict searches and open new matters across multiple systems
• Maintain file management systems, portals and matter records
• Monitor process server updates and maintain portal information
• Process bulk notice instructions and prepare associated documentation
• Conduct title searches and quality-check information
• Generate and collate documents for service and post
• Run daily reports and complete data reconciliation tasks
• Assist with daily, weekly and monthly reporting requirements
• Manage service and postal records
• Undertake e-filing of court documents
• Attend physical settlements as required
• Provide general operational and administrative support to the wider team

About You

You will ideally have:

• Previous administration, legal administration or operations support experience
• Strong organisational skills and the ability to manage competing priorities
• Excellent attention to detail and commitment to accuracy
• A proactive and solutions-focused approach
• Strong communication and stakeholder management skills
• The ability to work effectively within a high-volume environment
• Experience using Microsoft Office, particularly Excel
• The ability to meet deadlines and work efficiently under pressure
• A positive attitude and willingness to learn
• Experience within legal, financial services or professional environments will be highly regarded

Why Join?

• Join a national team supporting major financial institution clients
• Work in a fast-paced and technology-enabled environment
• Exposure to complex, high-volume matters and operations
• Genuine career progression and development opportunities
• Flexible and hybrid working arrangements
• Generous parental leave benefits
• Study assistance and ongoing learning support
• Employee assistance program
• Annual wellbeing initiatives and health programs
• Daily breakfast and corporate discounts
• Regular social, sporting and team events
• Collaborative and supportive team culture with a strong focus on employee wellbeing and success