Legal Secretary (AU Commercial, Criminal & Property)

Position : Legal Secretary (Commercial, Criminal & Property) Salary : PHP 80,000 to PHP 90,000 per month Working Hours & Conditions: Monday to Friday, 8:00 AM to 5:30 PM Sydney Time ROLE OVERVIEW: This is a broad and varied role that sits at the heart of daily operations — covering everything from conveyancing and estate planning support to financial administration and front-line client service. The ideal candidate brings a minimum of five years' legal secretarial experience, advanced proficiency in Smokeball and PEXA, and the confidence to manage a high-volume workload independently. This role requires someone who is meticulously organised, professionally presented, and deeply committed to accuracy, confidentiality, and client care. RESPONSIBILITIES: Legal Administration Provide comprehensive secretarial and administrative support to the Principal Solicitor and Practice Manager Prepare, format, and amend legal documents, correspondence, and contracts, and complete online court applications Maintain accurate records and document management systems, including matter management Manage diary, appointment scheduling, and meeting coordination Handle incoming and outgoing correspondence, emails, and telephone enquiries Conveyancing & Property Transactions Assist with residential and commercial conveyancing matters from instruction through to settlement Prepare conveyancing documentation and contracts Conduct title, council, and property searches Liaise with clients, real estate agents, brokers, buyers' agents, and financial institutions Coordinate settlements and manage post-settlement requirements Prepare and lodge documents via PEXA Monitor critical dates and ensure compliance with settlement timelines Estate Planning Support Draft and prepare Wills, Enduring Powers of Attorney, and Enduring Guardianship documents Coordinate execution appointments Manage client communications throughout the estate planning process Prepare probate and estate administration documentation where required Financial Administration Prepare invoices and trust account requests Process receipts to clients and assist with accounts payable and receivable Reconcile client payments and matter-related expenses Manage financial administration using Xero Client Service Act as the first point of contact for clients and stakeholders, delivering a high standard of professional service Maintain confidentiality and professionalism at all times Build and maintain strong relationships with referral partners including buyers' agents, mortgage brokers, and real estate professionals Requirements Essential Skills & Experience Minimum 5 years' experience as a Legal Secretary, Legal Assistant, or Conveyancing Secretary Proven experience supporting solicitors in a busy legal practice Experience preparing estate planning documents including Wills and Powers of Attorney Demonstrated ability to manage high-volume legal matters across multiple practice areas Technical Skills Advanced proficiency in Smokeball and PEXA Experience with Xero for financial administration Advanced proficiency in Microsoft Word, Outlook, Excel, PowerPoint, and Teams Fast and accurate typing with strong document formatting capabilities Personal Attributes Exceptional attention to detail and strong organisational skills Ability to prioritise competing deadlines in a fast-paced environment Excellent written and verbal communication skills Professional presentation with a client-focused approach Capable of working both independently and collaboratively within a team High level of discretion and confidentiality in handling sensitive legal and client information