Office Administrator

Grindal Legal is a boutique Melbourne law firm working on interesting and innovative legal issues in Property Law, Conveyancing, Mortgage Lending and Estate Planning. We are a welcoming and productive team that takes pride in our work and our clients' success.

The opportunity

In this busy role, you will provide support to the General Manager and other staff in ensuring the smooth operation of business and administrative functions.

Skills and experience

The successful candidate will have a keen attention to detail and the ability work well both autonomously and in a team environment. At least 1 year's experience in a similar role is essential. The responsibilities of the role include:

General business support

• Assist with projects and initiatives by completing research and putting forward ideas and action items.
• Coordinate internal and external meetings (meeting room bookings and catering, if applicable).
• Order stationery and supplies.
• Coordinate all mail, postage and courier requirements.
• Arrange catering for staff meetings and events.
• Coordinate and arrange travel and accommodation.
• Assist the General Manager with basic marketing communications tasks.
• Staff onboarding
• Ad hoc administrative tasks.

Client liaison

• Take and screen reception telephone calls, assisting with client queries where appropriate, and managing client expectations around communications.
• Liaise with clients and peers by telephone and email; help to develop strong client relationships, where applicable.
• Attend to clients/visitors/suppliers/deliveries at reception.
• Check reception inbox for incoming mail messages and voicemail messages and distribution.

Document preparation and production

• Performing general administrative duties including but not limited to filing, binding, scanning and photocopying.
• Typing, formatting, mark-ups, proof reading and collating contracts, documents and agreements.

File maintenance

• Create and maintain all paper and electronic files, ensuring all documents, letters, file notes, and billing records are filed correctly and in a timely manner.
• Create new clients and updating client files with correct address and contact information.
• Manage scanning, archiving and closing files.

Records maintenance

• Manage deeds held in safe custody.
• Update continuing professional development register.
• Update registers of powers and attorneys and wills.
• Update phone list.

What we offer

At Grindal Legal, it is our ability to build long term relationships that sets us apart. Our goal is to continually exceed the expectations of our clients and our staff.  We emphasise a supportive environment that encourages personal growth and professional development that keeps each team member, and our firm as a whole, performing beyond our clients’ expectations.

You will be provided with practical on-the-job training with access to a network of business support resources for assistance.  We are proud of our culture and focus on recruiting people who will flourish at Grindal Legal.

Grindal Legal encourages work / life balance and provides a flexible working policy for its employees.

How to apply

Please submit your CV and cover letter for consideration via Seek.  If you would like further information, please contact Kathy Zmijewski, General Manageron (03) 9110 3***.