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

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