Legal Practice Coordinator - Urgent Hire

Who are we?

Bird & Bird is an international law firm, with a rare and invaluable grasp of strategic commercial issues. 

We combine exceptional legal expertise with deep industry knowledge and refreshingly creative thinking, to help clients achieve their commercial goals. We have over 3,000 employees (legal and non-legal) in 32 offices across Europe, the Middle East, Asia Pacific and the United States, as well as close ties with firms in other parts of the world. If you want to find out more visit www.twobirds.com.

We are a firm that offers excellent prospects for progression and our culture provides all our people with world-class support to achieve their ambitions and goals.

Our promise to you to you

Bird & Bird is committed to maintaining an inclusive work environment. It is the policy of Bird & Bird to consider all candidates fairly, regardless of race, sex, sexual orientation, religion or belief, pregnancy and maternity, marriage and civil partnership, gender reassignment, age or disability. We support an agile working environment and are happy to discuss flexible working. 

Who are we looking for?

We have an exciting opportunity for an experienced Practice Coordinator (PA) to join our Dispute Resolution (DR) team at Bird & Bird, Sydney. 

As an integral part of the DR team you will be liaising closely with a wide range of people internally and externally. Presentation, professionalism and a willingness to learn are essential qualities in this role.

A positive and flexible attitude is required due to the varied and unpredictable workload and the nature of working in a dynamic international law firm.

This is a full-time role with the core hours being 9:00am to 5:30pm with flexibility required.

Duties and Responsibilities

• Administrative duties (including but not limited to copying, printing, collating documents, cover sheets, tabs, creating folders, archiving) to support the DR practice group
• Document organisation, indexing and assembly of hard and soft copy files 
• Day to day online diary management
• Organising internal and external meetings, lunches and conference calls in accordance with the travel policy
• Co-ordinating travel schedules, booking flights, accommodation and conference/seminar registrations in liaison with the Office Manager
• Teamwork – assisting others in the department, covering for absence, picking up telephone calls for the group, etc.
• Communication with clients – organising meetings, making and taking telephone calls whenever necessary, monitoring emails from clients for partners in their absence if appropriate
• Prepare expense claims in Excel in accordance with the relevant policy
• Preparation of PowerPoint presentations and Excel spreadsheets as required
• Assisting with the preparation of marketing materials and Pitch Pack documentation. Liaising with the Marketing support team in this regard
• Billing & WIP management – review WIP, prepare prebills and bills, issue and produce covering letters to clients, e-billing
• Client and Matter opening- request new client and matter openings, conflict and AML checks using Intapp Business Acceptance
• Time sheet entries – supporting fee earners with time entries into Intapp Time as required
• CRM – taking responsibility for updating contact and relationship information in the CRM from assigned lawyers; report CRM entries to Marketing support.  Christmas Card administration.
• To work with other specialist members of the group such as the marketing assistant as well as the paralegals; and assisting by creating bundles for Counsel/experts and document organisation.
• General PA duties including accurate message taking; monitoring emails; file management; audio/copy typing, marking up and formatting documents, archiving and filing on the DM system.

Skills and Attributes

The successful candidate will possess:

• Excellent communication skills (written and verbal)
• Knowledge of Word, Excel, Outlook, PowerPoint, DM Systems
• A willingness to learn new skills 
• A service-oriented and proactive approach
• Self motivated with the ability to work without supervision as well as part of a team
• Flexibility regarding hours as the role requires 
• The ability to stay calm in often demanding situations and work well under pressure
• Previous experience in a litigious practice is essential 

What will we offer you?

Company Culture

As an international commercial law firm with a specific focus on innovation and technology, we encourage open communication and transparency, especially important as we are open plan to maintain a friendly flat structure, allowing easy access to our senior leaders. We have many internal initiatives to support our warm culture.

Whether it’s hearing about firm updates during our regular whole-of-office morning tea celebrations, or catching up with colleagues during our monthly social drinks, team lunches, and other social events, we are a collaborative office. Whether you’re a classical musician, yoga practitioner, avid reader, crafty,  ocean swimmer or keen team sportsperson, we support many activities here. You will also be a part of a wider international Bird & Bird network with active involvement in regional Asia-Pacific and international initiatives.

Health & Well-being

We care about our people. We provide many health and well being benefits such as ergonomic assessments, flu shots, well-being seminars and a fantastic EAP service with a digital support platform "The Resilience Box" providing tips, tools and strategies for mental, physical and financial well-being. We also have very successful lunchtime sporting teams as well as after work yoga classes and a swimming group with our own designer twobirds "Budgie Smugglers"!

Personal and Professional Development

All new starters receive extensive induction training. As your career develops, we ensure you are continuously upskilled with formal and informal programs.

 This role will suit an admin assistant looking for a career change into a legal secretary role. You will receive training from experienced legal secretaries. 

Corporate Social Responsibility - We encourage our team to be actively involved in our Corporate Social Responsibility Initiatives and committees:

• Diversity and Inclusion Committee
• Pro Bono 
• Volunteering and Wellbeing Committee
• Social Committee
• Environment and Sustainability Committee
• Fundraising Initiatives.

We offer a competitive package, a friendly, flexible supportive culture, excellent modern offices in the CBD and great exposure to the firm and its clients globally. 

If this sounds like the right opportunity for you please email your current resume and cover letter to the HR team at [email protected]. We are interested in hearing from applicants directly, please no recruitment agencies. For more information on the firm please visit our website www.twobirds.com.

This role is open to Australian residents, or those who hold a current visa providing the ongoing right to work in Australia along with strong English skills (both spoken and written). 

We are passionate about making a difference, that is why our people contribute their expertise, skills and resources to a variety of good causes around the world. We encourage this by giving them the tools to participate in the pro bono and volunteering work they support. 

Bird & Bird is committed to maintaining an inclusive work environment. We consider all candidates fairly, regardless of race, sex, sexual orientation, religion, age or disability.