Permanent full-time position Hybrid and flexible working; WFH and from modern, open plan offices. We will provide you with WFH IT equipment plus reimbursement of up to $500 for additional equipment Reward and recognition, including competitive remuneration and career progression Learning and career development programs for all roles and levels Flexible leave options and up to 26 weeks paid parental leave Free daily breakfast, office drinks and social events Genuine commitment to health and wellbeing, pro bono and community, and diversity and inclusion across our firm Learn more about what Hall & Wilcox can offer you: bit.ly/HWbenefits About the role and team Our Private Clients section is comprised of approximately 45 team members nationally and is led by award-winning and industry-leading partners and senior lawyers with extensive experience. This position will work with other legal assistants in the team to provide high‑level legal and administrative support across personal client matters, with particular responsibility for file management, billing, safe custody administration, trust processes, client onboarding, and coordination of legal documentation, while acting as a key knowledge resource for the team. The role is predominantly on‑site, reflecting the hands‑on nature of the work, including physical file handling, safe custody administration, and in‑person client and team support. You will be responsible for: Client Onboarding and Engagement Open new clients and matters, including: Conducting conflict searches and investigating relevant hits Ordering and reviewing ASIC searches Preparing and submitting new client/matter forms Draft, issue and manage Engagement Agreements, including client communication Update client contact details via finance systems as required Matter and File Management Manage the closure and archiving of physical and electronic matters, including: Reviewing files for completeness Ensuring documents are saved correctly to matters Depositing original documents into safe custody Closing matters in Aderant and completing close matter checklists Address backlogs in closed and archived matters where required Transfer and profile documents from pending folders into new matters Search matters to locate documents, correspondence and key information as required Billing and Financial Administration Prepare prebills and bills (including estates and succession planning matters) Review unbilled WIP and write off minor excess WIP with approval Finalise, save and issue tax invoices to clients Prepare and process: Trust receipts (including unclaimed money) Trust requisitions for payments and distributions Liaise with partners, matter lawyers and trust teams to ensure compliance Document Preparation and Client Meetings Prepare, review and finalise documents for client meetings, including: Formatting, cross‑referencing and proofreading Updating dates, witness details and confirmed instructions Print, collate and quality‑check documents prior to meetings Arrange certified copies where required Correspondence and Communications Manage incoming and outgoing correspondence, including: Daily mail (physical and electronic) Client and third‑party correspondence Legacy and closed matter correspondence Draft cover letters and administrative correspondence as required Scan, review and save documents to matters ensuring accuracy and completeness Client and General Enquiries Manage phone and email enquiries relating to: New clients Appointments Safe custody Ongoing matters Schedule client appointments and manage calendars Prepare file notes and confirmations as required About you You will ideally have the following skills and experience: At least one years’ experience in a professional services environment Strong knowledge of safe custody, trust accounting and billing processes Proficiency in Aderant and document management systems would be desirable Exceptional attention to detail and document accuracy Ability to manage competing priorities and high task volume Confident communicator with clients, partners and support teams About us Hall & Wilcox is a leading independent Australian law firm. We deliver outstanding legal services to corporate, public sector and private clients, both Australian-based and those offshore doing business in Australia. Our purpose is to enable our clients, our people and our communities to thrive. Hear from our people about what it’s like to work at Hall & Wilcox: bit.ly/HWpeople Some of our recent awards and citations include: Best Australian Law Firm (>$200m revenue) at the 2025 Client Choice Awards Ranked fourth in the Lawyers Weekly Top 25 Attraction Firms for 2023 and 2024 Law Firm of the Year at the 2023 Lawyers Weekly Australian Law Awards Workplace Gender Equality Agency (WGEA) Employer of Choice for Gender Equality (EOCGE) citation holder since 2018 We are known for having a great culture that is warm and welcoming, progressive, inclusive and supportive, and that is underpinned by our enduring values - known as Hallmarks. We are also renowned for our Smarter Law approach. Smarter Law means we look beyond the status quo to think differently and find solutions. Smarter Law includes enabling technology, challenging business models, innovative pricing and creative resourcing. We are a firm of the future. We offer our people interesting and challenging work, and access to great clients. To learn more about Hall & Wilcox please visit our website. Apply now Let’s connect. Click apply to submit your application. At Hall & Wilcox, we are committed to creating and maintaining a workplace that actively seeks to include, welcome and value unique contributions of all people. We encourage applications from candidates of all cultural backgrounds (including First Nations), age, abilities, sexual orientation and gender identities. We are also committed to supporting candidates with disability so that every candidate is offered a fair, equitable and supportive recruitment experience. If you require any adjustments or support to complete your application, or if you have any questions, please contact , Senior Talent Acquisition Advisor at for a confidential discussion. This vacancy is being managed directly by the Hall & Wilcox Talent Acquisition / People & Culture team. We will contact our preferred agency partners should we require any assistance.
