Legal Receptionist and Admin Support

Job Brief  

Primarily you will manage new client acquisition from initial contact, sign up to the establishment of matter file and evidence collection. You will also support communications with existing clients, coordinate schedules, and maintain accurate records, and, assist the legal team in delivering high-quality services. 

Responsibilities 

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  Client Engagement: Handle incoming calls professionally, ensuring each interaction reflects a high standard of client service. 

  
  

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  New Client Acquisition: Triage new client enquiries, coordinate 1st appointments and convert leads into clients. 

  
  

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  Call Management: Screen and direct calls, take accurate messages, and manage enquiries with discretion. 

  
  

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  Email Coordination: Monitor the central inbox, respond to general enquiries, and escalate urgent matters appropriately. 

  
  

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  Appointment Scheduling: Manage calendars for solicitors and partners, ensuring appointments and court dates are accurately booked. 

  
  

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  Legal Administration: Assist with document preparation, filing, and data entry while maintaining confidentiality. 

  
  

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  Database Maintenance: Keep client records up to date within the practice management system. 

  
  

Requirements 

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  Strong verbal and written English communication skills aligned with Australian professional standards. 

  
  

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  Experience in a receptionist or administrative role, ideally within legal or professional services. 

  
  

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  Proficiency in managing multi-line phone systems and complex calendars. 

  
  

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  Ability to handle sensitive information with strict confidentiality. 

  
  

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  Strong organisational skills with the ability to manage multiple priorities under pressure. 

  
  

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  Extremely well-honed attention to detail with the ability to diligently and carefully follow instructions. 

  
  

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  Ability to take information from and deal with clients who are injured, anxious, and often emotional. 

  
  

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  Proficiency in clearly explaining complex services to new clients, building rapport, and booking them into a first appointment. 

  
  

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  At least 2 years' experience working in a similar role. 

  
  

Software Proficiency 

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  Productivity Tools – Microsoft 365 (Word, Excel, Outlook, Teams) 

  
  

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  Practice Management – ActionStep and NetDocuments (Ideally) 

  
  

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  Communication Tools – RingCentral (Ideally) 

  
  

Education 

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  Bachelor's degree in communications, Marketing, Public Relations, Business Administration, or related fields. 

  
  

Ideal Experience 

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  Reception or customer service roles in a personal injury law firm. 

  
  

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  Reception or customer service roles in a medical or allied health practice. 

  
  

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  Receptionist, customer service or claims processing roles in the insurance industry 

  
  

Personal Attributes 

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  Professional and polished communication style with strong phone presence. 

  
  

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  Detail-oriented with a proactive approach to administrative tasks. 

  
  

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  Reliable and punctual with consistent availability during business hours. 

  
  


• Patient and empathetic when supporting clients in sensitive situations.


• Positive approach to work with a hunger to learn, progress and succeed.

Time Zone: Australian Business Hours 

Applicant Location: Must be located in the Philippines 

About Outdesk  

Outdesk is the collaboration of Filipino and Australian professionals who shared a common goal to deliver a better offshore staffing solution to the SME market. We wanted to make it easier for businesses to engage, implement & manage a Philippines based staff member.    

Employee Benefits  

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  Paid Leave  

  
  

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  13th Month Pay  

  
  

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  SSS  

  
  

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  Philhealth  

  
  

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  Pag-Ibig   

  
  

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  BIR  

  
  

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  HMO