• Mildren Cooper McKenna Lawyers
• Geelong (hybrid negotiable) - Full time or Part Time - Start: ASAP
• www.mcmlaw.com.au 

About the role

We’re looking for a highly organised Legal Administration & Finance Assistant to help keep our practice running smoothly. This is a hands-on role for someone who enjoys being the reliable “engine room” of an office: accurate, calm under pressure, and genuinely helpful.

You’ll work closely with the lawyers and admin team across general office administration, file management, legal aid administration (Victoria Legal Aid grants via ATLAS), and finance admin (accounts payable/receivable and record-keeping). This role suits someone who takes pride in doing things properly, keeping systems tidy, and following through.

Key responsibilities

Office administration

• Managing incoming calls and emails, and triaging messages appropriately
• Document formatting and admin support (letters, briefs, filing, scanning, PDF management)
• Maintaining accurate digital filing and templates (naming conventions, folder structure, version control)
• Coordinating office supplies, stationery, mail/couriers, and general office upkeep
• Scheduling assistance (appointments, reminders, basic diary management as needed)
• Keeping the day-to-day running of the office on track: checklists, follow-ups, and making sure routine admin doesn’t fall through the cracks

Finance / accounts support

• Processing accounts payable admin: invoices, approvals workflow, and record retention
• Processing accounts receivable admin: generating invoices, issuing bills as instructed, following up outstanding accounts in a professional way, and keeping records up to date

Victoria Legal Aid (VLA) grants / ATLAS

• Preparing and lodging VLA grants in ATLAS, tracking progress, and keeping matters updated with grant status and supporting documents
• Requesting extensions/amendments and responding to VLA requests for further information (under supervision where needed)
• Maintaining accurate compliance-style records so grants are properly supported and easy to audit later

Practice support

• Helping maintain client/matter records accurately in our systems
• Following checklists and repeatable workflows so nothing gets missed
• Spotting gaps and raising issues early

About you

You’ll likely be a great fit if you are:

• Very organised and naturally detail-oriented (you notice errors others miss)
• Calm, practical, and discreet—able to work with confidential information
• Comfortable juggling competing priorities without dropping standards
• Friendly and service-minded (you like helping people and keeping things moving)
• Confident with systems and happy to learn new tools and workflows
• The type of person who can coordinate rosters and office logistics without creating drama—just quietly making sure everything works

Experience we’re looking for

• Experience in administration within a law firm or another similar professional services environment (e.g. accounting, consulting, medical specialist practice, finance, government or community legal setting)
• Exposure to finance admin/accounts processing (accounts payable and accounts receivable, reconciliations, invoice management)
• Confidence using (or learning) Victoria Legal Aid’s ATLAS grants system; prior hands-on ATLAS experience is highly regarded
• Strong written communication and document formatting skills
• Strong Google Workspace skills (especially email)
• Experience with Notion is helpful (but not essential)

What we offer

• A supportive, collaborative team environment in a values-driven firm
• A role with real responsibility and trust
• Flexibility for the right person (hours and some hybrid arrangements negotiable)

Next Steps

To submit your application please click 'Apply Now' by the closing date.