Legal Secretary (Practice Support Coordinator), Sydney at Clifford Chance

Sydney, New South Wales, Australia -

Full Time

Start Date

Immediate

Expiry Date

10 Jun, 26

Salary

0.0

Posted On

12 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Matter Management, Client Clearance, AML Processes, Engagement Letters, Document Folders, Project Administration, Billing, Collections, Working Capital Management, Fee Drafting, Business Development Support, Document Production, Proofreading, Legal Tech, Microsoft Word, Microsoft Outlook

Industry

Law Practice

Description

Company Description Who we are We are one of the largest international law firms in the world. With over 30 offices across the globe, we strive to exceed the expectations of our clients, providing them with the highest-quality advice and legal insight, which combines the firm’s global standards with in-depth local expertise. Our firm, work and people span jurisdictions, cultures, and languages. We offer our clients a truly international perspective. We believe every career should be rewarding and stimulating - full of opportunities to learn, thrive, and grow. That’s why we’re so proud of our inclusive, friendly, and team-based approach to work. You’ll find our clients in commercial and industrial sectors, the financial investor community, governments, regulators, trade bodies, and not-for-profit organisations. But no matter who they are or why they’ve reached out to us, we provide a world-class service every step of the way. And that’s possible thanks to the entrepreneurial spirit and conscientious approach to work that you’ll find across all of our teams. Whichever area of the business you join, you’ll become an integral part an innovative, diverse and ambitious team of people. Clifford Chance is a place where the brightest minds and the best of colleagues meet Job Description The Role This position is responsible for providing proactive practice and administrative support to the Firm’s lawyers, primarily in relation to billable client work. The role ensures that clients are serviced professionally and in accordance with the Firm’s policies and procedures. The Practice Support Coordinator will be part of client matter teams, supporting all matter-related processes from inception through project completion, billing, and collection. They will take full ownership of the delivery of the key responsibilities outlined below. Key Responsibilities Matter Management Client and matter clearance and opening AML processes Drafting and managing engagement letters MTM maintenance Managing associate checklists Maintaining matter document folders Matter project administration (from opening to closing, including setup of SharePoint sites, updating email distribution lists, supporting post-closing activities such as billing and archiving, and ensuring all appointments and conference calls are scheduled in lawyers’ calendars) Coordinating client and matter-team meetings and updates Commercials / Billing / Collections Monitoring and recording project scope, adjustments, estimates, caps, and billing agreements Preparing matter balance reports and client fee updates Working Capital management: Organise monthly meetings between the relevant partner and the working capital team to review WIP/debt positions Prepare drafts for fee earners’ review, with final review by the lead associate Rearrange meetings when necessary due to client commitments, ensuring they occur monthly Supporting billing and collection tasks, including raising timely and accurate GMPS bills, invoices, tax computations, and write-offs for billing team review Liaising with the billing team and dispatching invoices securely to clients Drafting bills, amending narratives as required, and preparing accompanying bill letters Business Development Support Supporting Partners and the BD team with business development activities Amending business development and client-focused materials, including CVs, pitches, presentations, and client briefings Monitoring BD collateral (e.g., CVs, MIS) to ensure accuracy and currency, including updates to the BD tracker and InterAction Organising, facilitating, and providing host support for events (including virtual events) Coordinating client updates Informing the BD team of visiting partners’ schedules and assisting with related logistics Matter Team Support Document production and liaison with DPU, including: Transcribing, editing, and amending legal and other documents Converting, comparing, copy-typing, and proofreading documents to ensure compliance with house style Managing signing pages where applicable Handling e-filing and post-closing activities as required Preparing and distributing bibles Best Delivery / Legal Tech / KETL Opportunities Supporting the use of legal technology, including facilitation and management of matter-specific solutions Applying knowledge of the Best Delivery checklist Acting as a superuser for Best Delivery tools Facilitating end-of-matter reviews to identify follow-on opportunities such as deal reviews and KETL initiatives Qualifications Your Experience Minimum of 2 years’ work experience in a similar or relevant role within a law firm or professional services environment Prior experience supporting a finance or transactional practice is preferred Proven ability to thrive in a high-performing environment Intermediate to advanced proficiency in Microsoft Word, Outlook, Excel, and PowerPoint Strong organisational skills with meticulous attention to detail Proactive, mature, and collaborative approach to managing work and relationships across teams Respectful of colleagues and committed to working in an inclusive team environment Effective at working both independently and as part of a team Demonstrated ability to innovate and streamline processes and tasks Additional Information Equal opportunities statement At Clifford Chance, we understand that our true asset is our people. Inclusion is good for our team and their families, our firm and society. We are committed to treating all employees and applicants fairly and equally regardless of their gender, gender identity and expression, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background, disability, religious belief, sexual orientation, or age. This applies to recruitment and selection, terms and conditions of employment including pay, promotion, training, transfer and every other aspect of employment. We have a variety of flourishing employee networks. These networks are a place for colleagues to share experiences and advocate for change wherever they see an opportunity for improvement. Our goal is to deliver an equality of opportunity, an equality of aspiration and an equality of experience to everyone who works in our firm. Find out more about our inclusive culture here

Responsibilities

This role provides proactive practice and administrative support to lawyers, primarily focusing on billable client work and ensuring professional client service according to firm policies. Responsibilities span the entire matter lifecycle, including management, billing, collections, business development support, and document handling.