Legal and Client Coordinator

Reports to: Founder / Principal, with day-to-day support across the legal teamLocation: MelbourneRole type: Full-time or part-time across five daysType: Flexible working arrangements available with some preferred contact time
ABOUT THE ROLEWe’re looking for an organised, proactive and switched-on Legal & Client Coordinator to become a key part of the Flawless HR team.
This is more than a traditional legal administration role. You’ll sit at the centre of our client and legal operations, helping ensure our lawyers are supported, our clients receive an exceptional experience and the day-to-day running of the practice is organised and efficient.
You’ll work closely with our Founder, legal team and Fractional COO, with exposure to all parts of a growing employment law and HR advisory business.
For the right person, there is a significant opportunity to grow with Flawless HR, with a potential pathway into Practice Manager, or even Paralegal depending on your career ambition.
WHAT YOU’LL BE RESPONSIBLE FORClient Experience & CoordinationBe a warm, professional first point of contact for clients.Coordinate new client enquiries and onboarding.Schedule client meetings and manage appointments.Prepare engagement documentation and client correspondence.Maintain client and matter information across our systems.Coordinate follow-ups and ensure nothing falls through the cracks.Help deliver a consistently high-quality Flawless client experience.
Legal Team SupportProvide administrative and coordination support to the legal team.Open, maintain and close client matters.Prepare, format and manage legal documents and correspondence.Assist with document collation, filing and matter preparation.Coordinate signatures and execution of documents.Maintain templates and precedent documents.Assist lawyers with research and matter administration where experience allows.Support deadlines, key dates and workflow across active matters.
Practice & OperationsHelp maintain visibility over active matters, deadlines and team capacity.Support invoicing, billing and payment follow-up processes.Maintain CRM and practice management systems.Keep internal documents, templates and processes organised and up to date.Support team meetings, actions and follow-ups.Identify opportunities to improve processes and ways of working.Work with our Fractional COO on implementing new systems and operational improvements.Provide general administrative support to the Founder where required, while ensuring the role remains focused on supporting the broader practice.
WHO WE’RE LOOKING FORYou might already be working as a Legal Assistant, Legal Secretary, Junior Paralegal or Client Coordinator and be looking for a role with more exposure and room to grow.
You will ideally have:1 to 2 years' experience in a legal, professional services or similar environment.Excellent organisation and attention to detail.Strong written and verbal communication skills.Confidence dealing directly with clients.The ability to manage multiple priorities without needing constant direction.Strong technology and systems capability.Good judgement and discretion when handling confidential information.A practical, solutions-focused mindset.The confidence to follow things up and keep people accountable.A willingness to get stuck in, no task is too big or too small.Genuine interest in learning how a professional services business operates.Experience within employment law or HR would be helpful, but isn't essential.
WHAT SUCCESS LOOKS LIKEWithin your first 6–12 months:Our lawyers are spending significantly less time on administration and coordination.Client onboarding and communication is consistent, organised and responsive.Matters, deadlines and follow-ups are visible and well managed.Our systems and documentation are accurate and up to date.The Founder is less involved in day-to-day administration.You understand how the broader Flawless business operates and are beginning to take ownership beyond your initial responsibilities.
YOUR DEVELOPMENT PATHWAYWe want this role to grow as Flawless HR grows. Depending on your career to date, we will create a bespoke pathway for growth.
Over time, this could mean taking greater responsibility for practice operations, systems, workflow, reporting, team coordination, resourcing and the overall day-to-day running of the business. Alternatively, this could be a pathway into a Paralegal role.
We’re therefore looking for someone who doesn't just want their next job, but wants an opportunity to develop, take on more responsibility and build their career within Flawless HR.
If you think this job sounds like you, please apply by sending your CV and succinct cover letter to talent@flawlesshr.com.au, as we will not be accepting applications made directly to LinkedIn.