Legal Assistant

The Firm

HFW is a sector focused global law firm with a focus on construction, shipping, aerospace, commodities, corporate & commercial and insurance. We have over 700 lawyers working across Australia, Asia, Europe, Middle East and the Americas. With a progressive approach to our roles in commercial business, thinking creatively and pragmatically to support our clients, we are dynamic, entrepreneurial and leaders in our specialist areas.

In Australia, we have 4 offices in Brisbane, Melbourne, Sydney and Perth and around 220 team members.

The Role

We are seeking a dedicated Legal Assistant to join our Sydney team on a permanent basis. The role will involve supporting a Partner and their Commodities team, with the possibility of providing additional support to another Partner and their team whilst being supported by the wider team of Legal Assistants. As a Legal Assistant you help to ensure smooth day-to-day running of the team by providing proactive and effective general administration assistance to the Partners and fee earner group. Your key tasks and responsibilities will include:

Preparation of Documents

• Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
• Co-ordinating case preparation documents
• Performing legal research

Practice Management

• Organising travel arrangements
• Open new matters and follow Risk & Compliance procedures
• Drafting Client Care Letters
• Draft and prepare bills
• Maintain filing (including e-files)
• Diary Management
• Organise and confirm client meetings
• Keep records up to date, including client database
• Monitor files and manage close/archive process
• Expense reconciliation via Chrome River
• Assist new staff with office procedures
• Reception back up (as part of a team)

Correspondence Management

• When required, open, sort and register incoming mail
• When required, prepare outgoing mail for delivery
• Liaise with reception to arrange special delivery requirements

Communication Tasks

• Manage calls for team
• Liaise with clients, maintain and develop relationships

About you

We are looking for a capable Legal Assistant who will ideally bring:

• At least one year experience in a legal assistant role. 
• Strong billing experience, including handling complex and high-volume bills with accuracy and attention to detail. 
• The ability to work proactively and autonomously, while also contributing to team goals.
• Excellent organisational skills, with the ability to manage competing priorities and meet deadlines. 
• Advanced document management skills, including bundling, transcript preparation, and electronic filing systems. 
• Proficiency in time recording and diary management, with a proactive approach to supporting partner schedules and inboxes. 
• Strong communication and interpersonal skills, with the ability to liaise confidently with individuals on all levels.
• A customer service mindset, with experience in coordinating client meetings and presentations considered a plus.
• A preference for being present in the office five days a week to provide hands-on support and foster team connection.
• A collaborative mindset and willingness to contribute to the success of the wider HFW team

What's in it for you?

• If you're eager to join a friendly team in a positive environment, this opportunity could be ideal for you. As well as a friendly, down-to-earth group of colleagues, we offer the following benefits:
• Market-competitive remuneration package, employee referral incentives, and life and salary continuance insurance
• Health & Wellbeing initiatives, such as annual flu vaccinations, access to the Employee Assistance Program, free subscriptions to wellbeing apps, and subsidised sporting activities
• An active employee-led Social Committee, organising regular events in all our offices
• The ability to purchase additional annual leave and access our Paid Parental Leave (26 weeks)
• Beautiful offices in the CBD with excellent end-of-trip facilities
• A welcoming, supportive, and collaborative work environment

What's next?  

If this sounds like an opportunity for you, apply online with your CV and a brief cover letter outlining why you are interested in this role. We would love to hear from you!

If you have any questions, please contact: Hana Edstein, HR Consultant - hana.edstein@hfw.com.