About us:
  
With a rich history founded in 1900, Colin Biggers & Paisley is an Australian based legal practice with offices in Brisbane, Sydney and Melbourne, advising local, national and international clients.  
  
From our origins as a boutique Sydney practice, followed by strategic mergers, we've developed deep expertise to be the lawyers of choice in commercial law with main industry expertise in insurance, construction and property. We also have a strong focus in industries including financial services, government, transport & logistics, aged & community health, education, faith-based enterprises, corporate advisory, cyber and technology. 
  
We are strategic partners, problem-solvers and progress-drivers, dedicated to building and securing the future for our clients, colleagues and communities.

About the role:

Opportunity for a legal assistant to join our Property group in our Sydney Office. Responsibilities include:

• Provide high level of secretarial and administration support to allocated teams and individuals, as required
• Maintain a high level of professionalism and service excellence at all times
• Work in a timely and effective manner to ensure all tasks are promptly followed through to completion
• Work efficiently and proactively to ensure you assist your allocated authors to maintain an organised practice
• Assist other legal assistants within the team when required
• Answer all phone calls promptly, take accurate messages and pass messages on to the relevant team member immediately
• Manage authors' calendars and update our CRM software, InterAction, where appropriate
• Transcribe digital dictation files
• Work on lengthy documents applying the Colin Biggers & Paisley (CBP) Style Guide
• Produce standard practice correspondence such as, legal documents, reports, memoranda, contracts, Court documents, briefs to third parties, and agreements/deeds
• Produce typed work of a high standard of grammar, spelling and layout (in line with the Colin Biggers & Paisley (CBP) Style Guide); utilising the Document Production team when required or when more efficient
• Use DocuSign when required and as instructed by your authors
• Ensure all correspondence being issued has been collated correctly with all attachments included
• Finalise and file documents with Courts and Tribunals where required
• Use CBP's document management system (iManage) to accurately save and retrieve all documents and emails using CBP's document naming protocols
• Review of authors' emails and ensuring emails are saved to the relevant matter on iManage including saving attachments separately where appropriate
• Initiate new client and matter opening in the ICM platform, including running pre-opening conflict checks and ensuring all information entered into ICM is accurate
• Understand and work with AML policies and procedures
• Ensure electronic and physical filing is undertaken on a daily basis for all authors, including making sure all file notes are scanned and up to date
• Open and close matters within 24 hours of receiving instructions ensuring you adhere to CBP's relevant policy and including where necessary creating the physical file
• Book travel and accommodation when required, in accordance with CBP travel protocols
• Prepare cost agreements and cover emails for all new matters where required and file digitally; prepare updated costs agreements on a yearly basis for continuing clients and/or when necessary
• Prepare or update matter specific summary of invoices compared to estimates each month
• Enter authors' timesheet (if required) and ensure everything is posted before end of month or other billing cycle
• Initiate and prepare draft bills every month and also as required, including editing time entries and ensuring all third party invoices are captured and any relevant client service standards and requirements of retainers are met
• Ensure bills are finalised before end of month and issue finalised bills to clients
• Where required, upload bills to third party electronic billing systems and perform bill status enquiries in these systems
• Prepare finance reports in relation to clients and matters as required
• Generate trust statements on a yearly basis to send to clients
• Perform matter enquiries and be able to update authors on fee and disbursement WIP and invoice paid statuses
• Maintain authors expenses through Zeno, ensuring that the appropriate entries are entered and process in a timely basis and in line with CBP policy
• Maintain contact and marketing information using InterAction
• Develop excellent working relationships with external and internal clients
• Other tasks that may arise from time to time as requested by your direct supervisor(s), the National Property Practice Manager or a People & Culture representative

About you:

• 3 years' experience in a property administration/legal assistant role
• Proficiency with Microsoft Office packages (Word, Excel, PowerPoint, Outlook)
• Experience working with Elite Practice Management System or similar
• Experience working with iManage or similar document management system
• Highly organised and able to prioritise workload, be flexible, work autonomously and to tight timeframes
• Knowledge of legal terms, procedures trust accounting requirements
• Thorough understanding of key clients
• Communicate effectively with all members of the practice
• Excellent grammar, spelling and attention to detail
• Strong communication skills
• Strong time management skills
• Maintain practice and client confidentiality at all times
• Respect and enhance CBP's culture and align with CBP's strategic goals
• Alignment with CBP's vision and values

Our culture focuses on excellence without losing sight of work-life balance. We work hard for our clients but we also make sure we put our people first. Whether it's taking advantage of our discounted gym memberships across Australia, joining one of our all-star sports teams or enjoying a complimentary massage, Colin Biggers & Paisley offers a suite of unique employee benefits.
  
Our people are given every opportunity for both career progression and personal growth. We continually invest in our people and support and encourage them as they grow within the practice.
  
Inclusion and Diversity is a priority for us. “Diversity” to us means diversity in gender, age, ethnicity, religion, sexual orientation and ability, and “inclusion” for us means inclusion for all. We are committed to fostering a truly diverse workforce that is inclusive of everyone. Our aim is to be recognised as a leading provider of inclusion and diversity in the legal profession.
  
We welcome applications from all backgrounds regardless of gender identity, age, sexual orientation, disability or ethnicity.
  
We look forward to receiving your application