Conveyancing Paralegal

We are looking for a Dedicated Paralegal initially supporting two senior lawyers across matter management, drafting, coordination, and operational workflow. Requires disciplined file management, strong communication, and the ability to prepare first drafts under supervision.

Therefore we would require inherent/general capability of administration management, CRM/PMS use (Actionstep/NetDocuments), drafting, organisation and delegation, and working closely with lawyer.

Specific requirements that can be trained are in practice areas like rent rolls, sale/purchase business, Vic/NSW conveyancing initially, and Wills/POAs.

Core Responsibilities (High Level)

1. Lawyer Support & Workflow Coordination

2. Manage diaries, scheduling, reminders, and prioritisation for lawyers.

3. Handle phones and call-backs where appropriate.

4. Act as the single delegation conduit between lawyers and the Managed Team, including checking returned work before presenting to lawyers.

5. Client Intake & Onboarding

6. Conduct structured intake using firm SOPs and scripts.

7. Prepare engagement documents, conflict checks, onboarding communications, and follow-ups.

8. Maintain accurate client communication records.

9. Practice Management & File Administration

10. Open and close matters in the PMS and maintain compliant file structure.

11. Ensure correct naming conventions, stage progression, and audit-ready files.

12. Maintain complete file notes, correspondence logs, and matter updates.

13. Drafting & Correspondence Preparation

14. Prepare first drafts of letters, emails, file notes, commercial documents, and procedural documents under supervision.

15. Draft simple Wills and POAs using precedents (if skilled or once trained).

16. Maintain version control and ensure all documents and communications are filed correctly.

17. Transaction Support (Commercial, Property & Conveyancing)

18. Assist with rent roll transactions: information collation, communication, tracking, and drafting. This #1 priority.

19. Assist with sale/purchase of businesses: information collation, communication, tracking, and drafting. This #2 priority.

20. Support VIC/NSW conveyancing tasks, including liaison with settlement agents (e.g., SettleIT/InfoTrack).

21. Billing & Trust Coordination

22. Work with bookkeeper to prepare invoices and enter required data.

23. Assist with trust account–related administrative tasks under instruction with bookkeeper.

Skills & Attributes Required

• Strong organisational and time-management skills.
• Clear and accurate written communication.
• Ability to follow SOPs, processes, and checklists consistently.
• High attention to detail in drafting and file management.
• Professional client communication and reliability.
• Ability to work independently while maintaining structured reporting.