Job Overview

Our client is seeking a highly organized and operationally driven Law Firm Operations Manager to oversee the day-to-day execution, business administration, and workflow systems of a busy legal practice. This is a senior operational leadership role designed for an individual who will serve as the firm's structural backbone. You will ensure seamless service delivery across legal operations, support services, compliance frameworks, and private office client administration. The ideal candidate brings extensive law firm experience, exceptional organizational capability, and the ability to manage multiple priorities with total precision and discretion.

Schedule

• Flexible but must align with standard client business hours in Pyrmont, NSW (AEST/AEDT). (40 hours per week)

Key Responsibilities

Firm Operations & Practice Support

• Workflow Optimization: Oversee day-to-day operational workflows, identify bottlenecks, and implement practical process improvements to maintain high service standards.
• Matter Tracking: Improve client intake workflows, conflict checks, and administrative compliance; monitor matter templates, file opening/closing, and document production standards.
• Vendor Management: Manage relationships with operational vendors, third-party service providers, and software licensing platforms.

People Operations & Administrative Leadership

• Staff Supervision: Supervise and allocate workloads for administrative personnel, legal assistants, paralegals, and support staff.
• Talent Logistics: Coordinate recruitment logistics, onboarding, operational training programs, performance review schedules, and offboarding workflows.
• Documentation: Maintain internal operational policies, Standard Operating Procedures (SOPs), and procedure manuals.

Technology, Systems & Operational Security

• System Ownership: Serve as the functional owner for practice management platforms, handling user access, configurations, and staff training.
• IT Liaison: Coordinate with external IT providers regarding user support, permissions, and cybersecurity hygiene (MFA enforcement, device policies, phishing awareness).

Compliance, Risk & Governance

• Regulatory Tracking: Support AML/CTF compliance administration, onboarding workflows, archiving schedules, and audit preparation under partner supervision.
• Certifications & Governance: Track practicing certificate renewals, CPD compliance, and assist with professional indemnity insurance administration.

Private Office & Financial Administration

• Private Office Client Care: Coordinate onboarding, asset implementation tasks (e.g., investment rollovers), and act as the central liaison for banks, insurers, accountants, and financial planners.
• Client Financials: Manage accounts administration, payments, invoice coordination, and recurring obligations for private office clients.
• Firm Billing Support: Assist with billing workflows, WIP (Work in Progress), debtor follow-ups, supplier invoice routing, and contract registers. (Note: This role does not include CFO-level responsibilities like forecasting or financial strategy).

Requirements

• Proven Experience: Minimum of 5+ years in operations management, legal operations, law firm administration, or professional services operations.
• Legal Literacy: Deep understanding of legal administrative workflows, practice management systems, and legal compliance structures.
• Stakeholder Management: Exceptional capability in coordinating with external vendors, IT partners, accountants, and high-net-worth professional advisers.
• Technical Proficiency: Advanced experience with document management standards, Microsoft Office Suite, and practice management tools.
• Discretion: A proven track record of maintaining strict confidentiality and utilizing high-level problem-solving skills.

Preferred Qualifications

• Direct, prior experience working within an Australian law firm environment.
• Specific familiarity with AML/CTF administrative processes.
• Experience supporting private office, family office, or executive-level personal administration functions.
• Exposure to remote team coordination and workflow automation tools.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations 

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.