Remote Administrative Support Associate

About the role

We are an established Australian property and estate law firm seeking a full‑time Remote Administrative Support Associate. Working from the Philippines during Australian business hours, you will keep a high volume of legal and conveyancing matters moving accurately and on time.

Key responsibilities

• Manage a high‑volume inbox (120+ emails/day), triaging and routing messages to the appropriate team member.
• Match each email to the correct matter using reference numbers, addresses and file details.
• Prepare, send and file documents for digital signature and maintain up‑to‑date records.
• Complete client Verification of Identity (VOI) checks, including short video ID verification.
• Track settlement dates, monitor deadlines and coordinate required actions.
• Process daily handovers and respond quickly to time‑sensitive internal requests.
• Enter contract data and make occasional follow‑up calls to clients.

Required profile

• Clear, easy‑to‑understand written and spoken English (essential).
• Strong time‑management skills and ability to prioritise under a heavy, interruption‑driven workload.
• Confident multitasker who thrives in a fast‑paced environment.
• Sound judgement on what to handle personally and what to escalate.
• Reliable home office setup with stable internet and a backup plan for power or connectivity outages.
• Availability online during Australian Eastern Standard/Daylight Time, Monday‑Friday.

Required skills

• Microsoft Outlook, Excel, Word and PDF handling.
• Quick learning of new software systems.
• Familiarity with legal practice‑management platforms (e.g., Smokeball) is a plus.
• Experience with DocuSign, InfoTrack and PEXA is advantageous.
• Comfort using Zoom, Microsoft Teams, WhatsApp and soft‑phone systems such as 3CX.