Job Overview

Our client is seeking a highly organized and detail-oriented Legal Admin Assistant to provide critical behind-the-scenes support for their legal practice. This role is focused on process-driven tasks, specifically managing high-volume correspondence, document tracking, and data integrity within the Smokeball platform. You will be responsible for ensuring that all client files are accurate and that follow-up actions are diarised and executed with precision. 

Schedule

• Monday - Friday, Flexible afternoon shift during Sydney time, AEST (20 work hours per week)

Responsibilities

• Prepare and send precedent correspondence using template letters; convert documents to PDF and email recipients following established SOPs.
• Monitor task lists and diarise follow-up actions; proactively chase recipients on a weekly basis for outstanding documents and responses.
• Perform data entry into Smokeball, including opening new client files and transferring intake notes into appropriate fields.
• Audit files to confirm receipt of requested documents and action appropriate follow-up emails as needed.
• Support a short-term project involving the migration of 120–150 precedent letter templates from Google Drive into the Smokeball platform.
• Maintain organized and accurate digital records across all client files in a fully paperless environment.

Requirements

• Strong ability to follow detailed standard operating procedures and step-by-step instructions with precision.
• Proficiency in Microsoft Office (Word, Excel), Outlook, and Adobe PDF for daily tasks.
• Familiarity with Microsoft Teams for internal communication and collaboration.
• High level of attention to detail and accuracy in data entry and document handling.
• Strong organizational and time management skills to manage multiple follow-ups across a large client base.
• Ability to work independently with minimal supervision in a remote setting.

Scope & Growth

• This is a 100% behind-the-scenes administrative role with no client-facing contact.
• No legal background or qualifications are required; all tasks are guided by detailed SOPs.
• Includes a specific short-term project migrating 120–150 templates into Smokeball.
• Potential to grow into a full-time role and expand into higher-level paralegal responsibilities over time.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Steady freelance opportunity

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.