Legislative Administrator

Job Title: Administrative Assistant

Key Responsibilities:

File & Document Management

• Open new client files and ensure all required documentation is collected.
• Prepare and send proposals and letters of engagement for client signature.
• Input client and transaction data accurately into relevant systems and trackers.
• Maintain organized digital files across platforms such as Minute Box and Microsoft 365.

Client Communication & Coordination

• Respond to client inquiries regarding deposits in trust and provide instructions for submission.
• Send confirmations of receipt of funds and maintain accurate transaction records.
• Screen, prioritize, and forward incoming emails to the appropriate team member.
• Provide timely updates and status reports to clients and internal staff.

Internal Coordination & Software Use

• Collaborate with colleagues using Teams, Outlook, and Planner for task management and communication.
• Use practice management tools such as Lawyer Conveyancing System, Practice Panther, and Lawmatics for workflow tracking and client management.
• Support the implementation of new procedures and technologies to improve efficiency.

General Administrative Support

• Update and maintain trackers and reports as required.
• Ensure accuracy and confidentiality in handling sensitive information.
• Provide ad hoc administrative support for real estate transactions and other legal tasks.

Qualifications:

• 1–3 years of administrative experience, preferably in real estate law, legal administration, or conveyancing.
• Proficiency with Microsoft 365 (Outlook, Teams, Planner, Word, Excel).
• Experience with legal and practice management software such as Lawyer Conveyancing System, Minute Box, Practice Panther, and Lawmatics (or ability to learn quickly).
• Strong attention to detail, organizational skills, and ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Proven ability to adapt to new procedures, tools, and workflows.

Benefits

• Competitive Salary ($4.5 LPA)