Position: Paralegal
Salary: AU$2,000-AU$3,500/month
Work Schedule: 8:00AM - 5:00PM AEST
OVERVIEW:
The Paralegal will provide comprehensive legal and administrative support to solicitors, with a primary focus on property and transactional matters. This role requires demonstrated experience with Smokeball Practice Management Software, PEXA, Duties Online, and legal billing processes. The successful candidate will be highly organised, detail‑oriented, and capable of managing matters autonomously and under solicitor supervision.
RESPONSIBILITIES:
Legal & Matter Management
- Assist solicitors with the preparation and management of legal files from commencement to completion
- Draft legal documents, correspondence, contracts, settlements, and court or transactional documentation
- Conduct legal and title searches, due diligence, and file reviews
- Liaise with clients, financial institutions, government bodies, agents, and other legal practitioners
Property & Conveyancing Support
- Prepare and lodge documents via PEXA, including settlements and financial adjustments
- Complete and manage SRO Duties Online transactions & ATO forms (e.g. ATO FRCGW & PEXA GST Form ), including duty assessments and lodgements
- Prepare settlement statements and coordinate settlement timelines
- Ensure compliance with relevant legislation and procedural requirements
Practice Management & Billing
- Manage matters using Smokeball, including:
- File creation and matter workflows
- Document automation and precedents
- Task and deadline management
- Accurately record time, disbursements, and expenses in Smokeball Billing
- Assist with invoicing, trust accounting processes, and end‑of‑matter reconciliation
Administrative & Compliance Support
- Maintain accurate electronic and physical files
- Ensure compliance with firm policies, confidentiality obligations, and professional standards
- Assist with trust account administration and record‑keeping
- Support practice improvements and process optimisation
Requirements
QUALIFICATIONS
Essential
- 2-4 years of proven experience as a Paralegal or Legal Assistant in an Australian law firm in order to:
- Triage / qualify client phone calls and leads and book / diarise calendar appointments with staff;
- Billing and debtor recovery processes;
- communicate with external stakeholders and solicitors regarding current files and provide updates were applicable;
- Strong working knowledge of Smokeball Practice Management Software
- Hands‑on experience with PEXA and Duties Online
- Understanding of legal billing, trust accounting, and invoicing processes
- Excellent written and verbal communication skills
- High attention to detail and organisational skills
- Ability to manage multiple matters and meet deadlines
Personal Attributes
- Professional and client‑focused approach
- Proactive and self‑motivated
- Ability to work independently and collaboratively
- High ethical standards and discretion
Nice to Have
- Experience in property law, conveyancing, or commercial transactions
- Legal studies qualification or equivalent experience
- Familiarity with Microsoft Office and digital document management systems
Key Performance Indicators (KPIs)
- Accuracy and timeliness of document preparation and lodgements
- Effective management of files and deadlines
- Billing accuracy and compliance with firm procedures
- Client service quality and responsiveness
- Adherence to legal and regulatory requirements