Paralegal Administrative Assistant

Position Title: Paralegal Administrative Assistant

Schedule: Monday – Friday, 9:00 am - 5:30 pm VIC, AU Time or 7:00 AM – 3:30 PM PH Time

Holiday to follow: VIC, AU Holidays

Workdays: Mon - Fri

Work Set-up: Work From Home or office.

Work Details: Full-time

Paralegal Administrative Assistant (Australian Conveyancing)

Job Description

We are seeking a highly skilled and experienced Paralegal Administrative Assistant to join our Australian Clients offshore team. The successful candidate will play a critical role in providing comprehensive legal and administrative support for our Australian conveyancing transactions, ensuring seamless and compliant property settlements.

This position requires a good understanding of Australian property law, exceptional attention to detail, and a proven ability to manage high-volume administrative and paralegal tasks independently within a fast-paced environment.

Responsibilities

• Case Administration: Open and manage conveyancing files from inception to completion, including data entry, correspondence management, and ensuring all tasks are actioned according to standard operating procedures.
• PEXA Management: Create and manage workspaces on Australia's Property Exchange (PEXA) platform, handle invitations, update matter statuses, and assist with preparing for settlement.
• Documentation: Draft, format, and proofread a variety of legal documents, including Contracts of Sale, transfer documents, and settlement statements, as well as prepare standard letters and forms.
• Communication: Act as a key point of contact for, real estate agents, banks, and other relevant parties. Manage and respond to inquiries via email and phone in a professional and timely manner.
• Financial Administration: Support financial processes by preparing draft invoices and trust requisitions and assisting with settlement adjustments.
• Search and Compliance: Order property searches and certificates, handle contract stamping, and monitor critical dates and deadlines to ensure compliance with Australian conveyancing law.
• Practice Management Software: Accurately use practice management software (e.g., LEAP, Smokeball, Actionstep) for all administrative and case management tasks.

Qualifications

• Minimum of 4 years of proven experience in a combined paralegal and administrative role.
• A minimum of 1 year of recent, direct experience working for an Australian conveyancing firm.
• Demonstrated experience and proficiency with the PEXA platform for settlements and lodgements.
• Solid experience with Australian conveyancing procedures and practice management software (e.g., LEAP, Smokeball, Actionstep).
• Exceptional written and verbal communication skills with a client-first and proactive approach.
• Strong organizational skills and the ability to manage a high volume of matters while maintaining a high level of accuracy and attention to detail.
• Working knowledge of Australian property law, particularly in residential conveyancing.

Perks & Benefits:

· Company-provided desktop/laptop with back-up internet.

· HMO from day one.

· 15 Vacation + 5 Sick Leaves.

· Annual performance reviews.

· Employee loan facilities.

· Fun company events with prizes and recognition.

Job Type: Full-time

Pay: Php30, Php45,000.00 per month

Benefits:

• Company Christmas gift
• Company events
• Health insurance

Application Question(s):

• How much would your asking salary package (PHP) be?

Experience:

• proficiency with the PEXA platform: 2 years (Required)
• LEAP, Smokeball, Actionstep or similar: 1 year (Required)
• combined paralegal and administrative role: 2 years (Required)
• working for an Australian conveyancing firm: 2 years (Required)

Work Location: Remote