Legal Administration & Workflow Coordinator

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Oversee, track, and sustain workflows, task lists, and deadlines throughout the practice utilizing workflow systems such as Monday.com.

• Organize calendars, meetings, and essential priorities for fee earners to enhance the efficiency of daily practice operations.

• Initiate new client files and carry out client intake processes accurately and promptly.

• Monitor, triage, and assign incoming emails and communications to ensure that matters, requests, and actions are appropriately directed.

• Draft, format, and prepare basic legal and administrative documents using firm templates and established procedures.

• Maintain precise digital and physical filing systems, records, and matter documentation in alignment with practice standards.

• Follow up with fee earners and relevant stakeholders on tasks, outstanding actions, and workflow items to facilitate matter progression.

• Ensure the seamless flow of work throughout the practice by confirming that administrative and workflow tasks are executed accurately and on schedule.

• Professionally communicate with clients, internal stakeholders, and third parties regarding administrative and workflow matters.

• Assist with document control, matter coordination, and general legal administration as needed.

• Contribute to internal process improvement initiatives aimed at enhancing workflow efficiency, organization, and administrative consistency.

• Provide light support for marketing-related activities when necessary, including podcast coordination, speaker scheduling, and follow-up tasks.

• Perform other duties as required at the position level.

⛳️ Requirements

• An Associate’s degree or higher in Legal Studies, Business Administration, or a related field.

• Demonstrated experience in a senior legal administration, legal support, legal operations, or comparable role within a legal practice environment.

• Previous experience in a law firm is essential, preferably with exposure to estates and wills matters.

• A minimum of 2 years of experience in a legal administrative support role is preferred.

• Strong proficiency in Microsoft Office Suite, particularly in Word, Excel, Outlook, and document formatting tools.

• Familiarity with cloud-based legal practice management, workflow, or task management systems such as Actionstep, Monday.com, or similar platforms.

• Solid understanding of legal administrative processes, file opening procedures, matter coordination, and document management practices.

• Capability to prepare, format, review, and manage basic legal and administrative documents with a high degree of care and accuracy.

• Outstanding written and verbal communication skills, with the capacity to communicate professionally with clients, colleagues, and external stakeholders.

• Strong organizational and time management abilities, with the skill to handle multiple tasks, priorities, and deadlines effectively.

• Keen attention to detail and the ability to maintain precise records, files, correspondence, and workflow tracking.

• Capacity to manage confidential and sensitive information with discretion and professionalism.

• A proactive and reliable approach, with the ability to work independently and ensure the progression of workflow items.

• Familiarity with estates and wills terminology, documents, and practice processes will be highly regarded.

• Experience in light marketing coordination, podcast administration, or speaker scheduling would be advantageous.

🏝️ Benefits

• Work setup – Work from home

• Monday to Friday; weekends off.

• Dayshift Mon - Fri: 7:00 AM – 4:00 PM PHT (adjustments will be made for daylight saving time)

• HMO with 2 free dependents and medical reimbursements

• Government-mandated benefits

• Work from home allowances

• Opportunities to collaborate with leading companies in Australia and beyond

• Training programs for career development

• Engaging company outings, team activities, and wellness sessions

• Supportive, inclusive culture

• Dedicated managers focused on your growth and success