Finance Assistant (Legal Services) | Dayshift + Weekends off

We are looking for a highly motivated Finance Assistant - someone with proven experience (ideally in a professional services firm), well organised, buttoned-down and delivery focused.

Your duties will include, but not be limited to:

• running and distributing work in progress listings and billing guides to fee earners for review and editing

• processing edits, creation of draft bills, checking, finalising and issuing various types of bills based on specific client billing requirements

• liaising with legal staff and partners in relation to requests for cancellation and reissuing of bills

• processing of refunds

• Trust to Office transfers

• effecting necessary changes to client details in our practice management system

• assisting the Finance Director and other senior members of the finance team with any other ad hoc tasks as required

Daily Tasks & Responsibilities

Receiving bill requests from fee earners, creation of draft bills, processing author (the lawyer with daily carriage of the matter) and partner’s edits from “marked up” billing guides, checking, finalising and issuing various types of bills (formally known as tax invoices) based on specific client billing requirements (including who it is sent to and the format of the bill)Liaising with legal staff and partners in relation to requests for cancellation and re-issuing of billsMaintaining the Register of Unallocated Credits (a running record of double and overpaid bills which provides a snapshot of action taken to contact client for bank account details for refund and date refund made)Processing of refunds to clients where our bills have been overpaid or duplicate payments receivedTrust Account to Office Account transfers (where our tax invoices have been paid using monies held in trust)Bank reconciliation for selected Office Accounts (not an immediate responsibility. Will be training and gradual handover of smaller office bank reconciliations once the team member is confidently and competently performing the billing aspect of the role)PEXA (Property Exchange Australia Limited) invoice entry as disbursements to matters in Affinity (not every day and time taken depends on number of transactions on invoice)Saving third party (predominantly barristers and experts) tax invoices to Creditors (Accounts Payable) then preparing and sending a Disbursement only invoice (doesn’t include any of our fees) to the client Finance Assistant

Monthly Tasks & Responsibilities

Reconciliation of a range of balance sheet accounts and maintenance of monthly balance sheet account reconciliation (Excel) fileReview all Client General matters, write off non-billable sundry expenses (eg photocopying) and change fee type to non-chargeable for identified fee entries which won’t be billed (if month still open for changes), otherwise write off to current month profit and lossReview all Firm Time matters (a suite of matters used for recording performance of all non-billable tasks by all timekeepers) to identify all instances of incorrect fee types (billable ones) being chosen during time entry which have caused a WIP value to be recorded on the matter. Correcting the incorrect fee code by going into the relevant timekeeper’s fee sheet and selecting the right non-billable fee code to eliminate the WIP balance

Annual and Ad-hoc Tasks & Responsibilities

Assisting Finance Director with the preparation of the annual profit and loss budgetAssisting Finance Director with preparation of the annual Fringe Benefits Tax returnAssisting Finance Director with preparation of year-end financial accounts

To be successful in this role you must have a strong desire to provide top quality support, be respectful of those you work with, be able to follow instructions, adhere to process and have a positive can-do attitude.

To secure this position you must have:

• intermediate skills in Microsoft Office

• problem solving skills

• strong all round communication skills with the ability to communicate well with clients and other third parties

• high attention to detail and strong time management skills with an ability to work in a high transaction volume environment

• ability to work well with all levels of staff and to treat everyone with respect.

Additionally, you must be professionally presented, well-spoken and demonstrate a self motivated, mature attitude towards work. 

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