Operations & Administration Support Specialist

Thomsons Lawyers; Sydney; On-site; AUD 70,000 - 90,000; Full time

Benefits offered by this job

Flexible and hybrid working

Parental leave

Study assistance

Employee assistance program

Job summary

Faculti Lawyers is seeking an Operations & Administration Support Specialist to join the national Resolutions, Recoveries and Disputes Team. The role can be based in Adelaide, Sydney or Brisbane offices and supports a fast-moving, modern legal service delivery model.

Key duties include inbox monitoring, client queries, conflict searches, matter creation in systems, document handling, and daily reporting. The team values efficiency, accuracy and collaborative working across offices.

Qualifications

• Must meet deadlines and juggle competing priorities.
• Proactive diary management and scheduling.
• Strong communication with clients and teams.
• Attention to detail and ability to focus on critical tasks.
• Ability to work concisely and efficiently on requests.
• Experience with Microsoft Office suite, especially Excel.
• Previous administrative experience is a plus.

Responsibilities

• Monitor and manage instructions inbox and respond to queries.
• Review client queries and update administrative portals.
• Conduct conflict searches and create new matters in systems.
• Process bulk notices, perform title searches and issue instructions.
• Run daily reports and maintain service and postal records.
• Assist with daily, weekly and monthly reporting and e-filing.

Skills

Deadlines management

Diary management

Client communication

Attention to detail

Conciseness

Office software (Excel)

Administrative experience

Tools

Microsoft Office

Excel

Job description

Operations & Administration Support Specialist

Faculti Lawyers is not a traditional legal services business. We combine legal expertise, technology and operational excellence to deliver streamlined legal solutions for enterprise clients across Australia. With offices in Sydney, Melbourne, Brisbane, Adelaide, Perth and Canberra, our teams work on complex, high-volume matters where precision, efficiency and scalability matter. The work is fast-moving, commercially significant and designed around modern legal service delivery.

The role

We are currently looking for an Operations and Administration Support Specialist to join our national Resolutions, Recoveries and Disputes Team. This Team provides services relating to secured and unsecured recoveries and disputes for banks and other financial institutions. The role can be based in our Adelaide, Sydney or Brisbane office, but will support the team nationally. Duties include, but are not limited to, the following:

• Monitoring and managing the instructions/administration team inbox, which involves: monitoring and distributing instructions, as well as dealing with and responding to queries and requests
• Reviewing and responding to administrative client queries and requests
• Monitoring process server updates and updating portal notes
• Conducting conflict searches, generating new matters within our financial management system, file management system and portal
• Printing, scanning, copying and posting letters and documents
• Processing bulk notice instructions, conducting and checking title searches, generating documents, collating documents for post and issuing instructions for service
• Running daily reports to cross check data
• Maintaining service and postal records
• Assisting with daily, weekly and monthly reporting
• E-filing of court documents
• Attending physical settlements
• Assisting the team generally with administrative duties and support

Candidates will ideally have

• The ability to meet deadlines and manage competing priorities
• Proactive diary management skills
• Positive attitude and willingness to learn
• Strong communication skills, including with clients, clients' customers and team members
• A high level of attention to detail and ability to focus on critical tasks
• Ability and willingness to deal with requests and tasks in a concise and efficient manner
• Experience using the Microsoft Office suite, particularly Excel
• Previous administrative experience would be advantageous

Life at Faculti

At Faculti Lawyers, we provide the opportunity to work on complex, high-volume matters for established enterprise clients within a modern, technology-enabled legal environment.

We offer genuine career growth pathways and a range of benefits including

• flexible and hybrid working arrangements
• generous parental leave
• annual flu vaccinations and skin checks
• study assistance
• a comprehensive employee assistance program
• daily breakfast
• corporate discounts
• a variety of social activities including EOFY and end-of-year functions
• sporting teams
• firm-wide events

We take a collaborative approach to everything we do, built on openness, accountability, respect and professionalism, ensuring both our clients and our people are supported to perform at their best.

If you are looking for a career where legal expertise, innovation and technology work side by side — and where your contribution has visible impact — Join us at Faculti Lawyers.