Legal Assistant (Australian Client/Day Shift)

About Brainbox

Brainbox is a unique BPO that focuses not only on delivering excellent service but also on fostering an amazing culture. Rooted in our core value of 'Always Be Kind,' we prioritise kindness in every policy, decision, and action. Our Philippines management team is composed entirely of Filipinos, and we provide unlimited training and HMO benefits from day one to help our people grow and become their best selves.

The Role

We are looking for a part time Legal Assistant to run the practice management, paralegal and diary support for a family and estate law practice. You will own the billing cycle, the debtor ledger and month end reporting in Xero, prepare court forms, briefs and precedent documents, and manage the principal lawyer's diary and inbox, working directly with the practice owner with nobody in between.

Our client is a small family and estate law practice based in Western Australia, run by its principal lawyer and this role exists to take practice administration off the principal.

Key Duties

Practice management and finance

• Raise client invoices from time and disbursement records to the agreed billing cycle, checking narrations, rates and matter references before issue.
• Enter and code supplier invoices and prepare the payment run for authorisation.
• Record and track disbursements against matters.
• Reconcile the office bank account and credit card twice weekly and clear unreconciled items.
• Work the debtor ledger to a fixed cadence: reminders at 7, 14 and 30 days past due, and escalate anything past 45 days.
• Maintain client and supplier records in Xero.
• Prepare the month end pack (reconciliation, aged receivables, aged payables and a one page summary) within three business days of month end.

Paralegal support

• Prepare draft correspondence, file notes and standard documents from precedents.
• Complete court forms and prepare briefs, bundles and chronologies for review.
• Open and close matter files, apply file naming and folder structure, and keep the matter index current.
• Order and follow up searches, certificates, titles and probate documents, and track what is outstanding.
• Maintain the precedent library, including version control.
• Diarise limitation dates, court dates and undertakings, and raise them at the weekly matter review.
• Prepare and issue costs disclosure and engagement documents from the practice's templates.

Executive assistance

• Manage the principal lawyer's diary, book appointments and resolve clashes.
• Triage the inbox each morning, draft replies and flag what needs the principal's attention.
• Handle client scheduling, confirmations and reminders.
• Prepare the weekly matter status report and agenda.
• Coordinate travel, expenses and receipts.
• Maintain the practice's subscriptions and recurring renewal dates on a single register.

Requirements

Essential

• Two to four years' experience in legal support, law firm administration, paralegal work or bookkeeping, with at least part of it supporting Australian clients.
• Hands-on experience in Xero, including raising invoices, accounts payable, accounts receivable and bank reconciliation.
• Experience producing documents from precedents or templates, with version control and accurate matter referencing.
• Proficient in written and spoken English, with writing strong enough to draft client correspondence for review.
• Highly organised, self-directed and comfortable prioritising work without daily supervision.
• Keen attention to detail.

Preferred

• Experience with a legal matter or practice management system.
• Experience with Australian court and land registry portals for filing forms and ordering searches, certificates, titles or probate documents.

Benefits

• Attractive and competitive salary
• Tenure-based and Performance-based incentives
• Paid time off
• Day shift
• Unlimited cash incentives for hired referrals
• Engagement and Recognition programs
• HMO on day 1
• Work-life balance with a 37.5h week and free weekends
• International career growth and clients
• Opportunities to travel abroad
• Modern air-conditioned offices, located along MacArthur Highway (easy public transportation access), near residences, malls, and restaurants
• Fun and inclusive working environment and great working culture
• Dedicated local support with local Management, HR, onboarding, payroll, and ICT
• Access to unlimited training and micro-competencies to advance your skills

This role is subject to a number of skills and possible online practical tests.

This position is an onsite role at our Pampanga office. Candidate must be willing to work on-site.