Legal Assistant

The Firm

HFW is a sector focused global law firm with a focus on construction, shipping, aerospace, commodities, corporate & commercial and insurance. We have over 600 lawyers working across Australia, Asia, Europe, Middle East and the Americas. With a progressive approach to our roles in commercial business, thinking creatively and pragmatically to support our clients, we are dynamic, entrepreneurial and leaders in our specialist areas.

In Australia, we have 4 offices in Brisbane, Melbourne, Sydney and Perth and around 220 team members.

The Team

Brisbane is our newest HFW location, the role will be supporting the Construction team led by a successful and experienced Partner and includes Special Council, Senior Associates, Associates and casual Paralegals. Known for their collaborative spirit, the team works closely together and prides itself on being approachable, efficient, and supportive. This is a group that values open communication, mutual respect, and a shared commitment to delivering high-quality work. 

The Role

This role offers the opportunity to work closely with senior legal professionals on complex and high-profile matters. You will play a key role in supporting billing, matter administration, time recording, and client engagement, while also contributing to the smooth day-to-day operations of the team and office. 

A significant portion of the role involves billing, so confidence working with numbers, strong attention to detail, and familiarity with billing systems are essential. You’ll also collaborate regularly with our Revenue Controller to ensure accurate and timely billing processes.

This is a fast-paced and rewarding role suited to someone who thrives on structure, enjoys working collaboratively with senior members of the team, and takes pride in delivering high-quality support. 

The key responsibilities in this role include:

Billing & Financial Administration

• Prepare and manage complex billing processes using Elite 3E.
• Coordinate a structured billing review cycle involving lawyers and partners, ensuring accuracy and timely finalisation.
• Monitor and follow up on bill distribution post-completion.
• Conduct ongoing review of time entry narrations throughout the month.

Matter & Document Management

• Oversee matter opening and compliance procedures.
• Manage document filing and bundling for court proceedings.
• Prepare transcripts and maintain accurate filing of emails and documents using iManage.
• Support document organisation for partners and occasionally the broader team.

Time Recording Support

• Accurately record time entries for partners, including daily review of calendars and emails to draft narrations.

Email & Diary Management 

• Monitor and manage partner inboxes, particularly court-related correspondence.
• Coordinate diary appointments, meetings, and court schedules.
• Ensure partners and associates are well-prepared and informed for all engagements.

Client & Business Development Support

• Organise client-facing events such as lunches, coffees, and boardroom presentations.
• Assist with logistics and presentation materials for larger events.
• Provide support during busy periods such as year-end and holiday seasons.

Team Coordination & Support

• Participate in frequent team meetings to stay aligned with priorities and updates.
• Liaise with paralegals regarding office attendance and task allocation.
• Supporting with the growth of the office and ensuring adequate support for the fee earning population. 

About you

We are looking for a capable Legal Assistant who will ideally bring:

• At least three years' experience in a legal assistant role. 
• Strong billing experience, including handling complex and high-volume bills with accuracy and attention to detail. 
• The ability to work proactively and autonomously, while also contributing to team goals.
• Excellent organisational skills, with the ability to manage competing priorities and meet deadlines. 
• Advanced document management skills, including bundling, transcript preparation, and electronic filing systems. 
• Proficiency in time recording and diary management, with a proactive approach to supporting partner schedules and inboxes. 
• Strong communication and interpersonal skills, with the ability to liaise confidently with individuals on all levels.
• A customer service mindset, with experience in coordinating client meetings and presentations considered a plus.
• A preference for being present in the office to provide hands-on support and foster team connection.
• A collaborative mindset and willingness to contribute to the success of the wider HFW team

What's in it for you?

If you're eager to join a friendly team in a positive environment, this opportunity could be ideal for you. As well as a friendly, down-to-earth group of colleagues, we offer the following benefits:

• Market-competitive remuneration package, employee referral incentives, and life and salary continuance insurance
• Health & Wellbeing initiatives, such as annual flu vaccinations, access to the Employee Assistance Program, free subscriptions to wellbeing apps, and subsidised sporting activities
• The ability to purchase additional annual leave and access our Paid Parental Leave (26 weeks)
• A welcoming, supportive, and collaborative work environment

What's next?  

If this sounds like an opportunity for you, apply online with your CV and a brief cover letter outlining why you are interested in this role. We would love to hear from you!

If you have any questions, please contact: Candice Dixon, HR Consultant - candice.dixon@hfw.com