Property Legal Assistant

About us:
  
At Colin Biggers & Paisley, we’re here to make a difference. We are a unique legal practice and we believe in what we do. This applies to the solutions we create for our clients, the contribution we make to our communities and the careers we build for our people.
  
We are lawyers of choice in the construction, property and insurance industries and maintain a strong presence in the areas of employment and safety, banking and finance, corporate and commercial and litigation and dispute resolution.
  
Our values of balance, respect, loyalty and integrity underpin everything we do. Our culture focuses on excellence without losing sight of work-life balance. We are committed to supporting the health, safety and wellbeing of our people.

We continually invest in our people, including learning and development opportunities and offer a formal mentoring program. We also offer other benefits such as health and fitness perks, rewards and recognition, complimentary massages and professional memberships.
  
We don’t just recognise our role as a corporate citizen, we put words into actions. The Colin Biggers & Paisley Foundation brings together our entire community offering and is comprised of three streams - pro bono legal services, volunteering and charitable contributions. To ensure maximum impact, the core strategy of our Foundation is to promote and protect the rights of women and children and Aboriginal and Torres Strait Islander peoples.

About the role:

Opportunity for a Legal Assistant to join our Property group in our Brisbane Office. Responsibilities include:

• Provide high level of secretarial and administration support to allocated teams as required
• Develop excellent working relationships with external and internal clients
• Maintain a high level of professionalism and service excellence at all times
• Work in a timely and effective manner to ensure all tasks are promptly followed through to completion
• Answer all phone calls promptly, take accurate messages and pass messages on to the relevant person immediately
• Manage authors' calendars ensuring they are attending meetings and appointments and update our CRM software, InterAction, where appropriate including helping ensure they are prepared for attendance at those meetings
• Transcribe digital dictation files and produce typed work of a high standard of grammar, spelling and layout (in line with the practice's Style Guide; utilising the WP team when required or when more efficient
• Work on lengthy documents applying the Colin Biggers & Paisley (CBP) Style Guide
• Produce standard practice correspondence including legal documents
• Prepare court documents to a high standard complying with CBP's Style Guide and court requirements
• Use CBP's document management system (iManage) to accurately save and retrieve all documents and emails including proper use of versions and CBP's document naming protocols
• Use DocuSign when required
• Accurately collate and photocopy required attachments to letters or documents
• Ensure electronic and physical filing is undertaken on a daily basis for all authors
• Open and close matters within 24 hours of receiving instructions ensuring you adhere to CBP's relevant policy and including where necessary creating the physical file
• Book travel and accommodation when required, in accordance with CBP travel protocols
• Enter authors' timesheet (if required), daily and follow up if daily timesheet is not received (ensuring everything is posted before end of month or other billing)
• Prepare finance reports in relation to clients and matters as required
• Prepare bills, editing time entries and attaching creditors tax invoices including meeting any relevant client service standards and requirements of retainers
• Where required upload bills to third party electronic billing systems and perform bill status enquiries in these systems
• Perform matter enquiries and be able to update authors on fee and disbursement WIP and invoice paid statuses
• Prepare cost agreements for all new matters where required and file digitally within Elite 3E; prepare updated costs agreements on a yearly basis for continuing clients
• Generate trust statements on a yearly basis to send to clients
• Maintain authors expenses through Zeno, ensuring that the appropriate entries are entered and process in a timely basis and in line with CBP policy
• Maintain contact and marketing information using InterAction
• Work efficiently and proactively to ensure you assist your allocated authors to maintain an organised practice
• Assist others secretaries within the practice as your workload allows
• Other tasks that may arise from time to time as requested by your direct supervisor(s) or a Human Resources representative

About you:

• 3 years' experience in a property administration/secretarial role
• Proficiency with Microsoft Office packages (Word, Excel, PowerPoint, Outlook)
• Experience working with Elite Practice Management System or similar
• Experience working with iManage or similar
• Knowledge and experience of property lodgement and settlement systems, including PEXA
• Highly organised and able to prioritise workload, be flexible, work autonomously and to tight timeframes
• Knowledge of legal terms, procedures trust accounting requirements
• Thorough understanding of key clients
• Communicate effectively with all members of the practice
• Excellent grammar, spelling and attention to detail
• Strong communication skills
• Strong time management skills
• Maintain practice and client confidentiality at all times
• Respect and enhance CBP's culture and align with CBP's strategic goals
• Alignment with CBP's vision and values

Join the team:
  
Our culture focuses on excellence without losing sight of work-life balance. We work hard for our clients but we also make sure we put our people first. Whether it's taking advantage of our discounted gym memberships across Australia, joining one of our all-star sports teams or enjoying a complimentary massage, Colin Biggers & Paisley offers a suite of unique employee benefits.
  
Our people are given every opportunity for both career progression and personal growth. We continually invest in our people and support and encourage them as they grow within the practice.
  
Inclusion and Diversity is a priority for us. “Diversity” to us means diversity in gender, age, ethnicity, religion, sexual orientation and ability, and “inclusion” for us means inclusion for all. We are committed to fostering a truly diverse workforce that is inclusive of everyone. Our aim is to be recognised as a leading provider of inclusion and diversity in the legal profession.
  
We welcome applications from all backgrounds regardless of gender identity, age, sexual orientation, disability or ethnicity.
  
We look forward to receiving your application