Legal Administrator

Working at FB Rice

You will be joining a long-established and successful top tier intellectual property firm acknowledged for its client experience and expertise through several industry awards. FB Rice represents an extensive range of loyal local and international clients, with offices in Sydney, Melbourne, Perth, Brisbane and New Zealand.

About the role

This position provides vital administrative and data management support across the Centre of Excellence (CoE) Department. The Administrator ensures accurate and timely entry, maintenance and management of information within internal systems and databases, supporting smooth operational workflows across multiple teams.

You will contribute to high‑quality client service by maintaining reliable records, assisting with documentation and onboarding processes, and liaising with internal and external stakeholders to ensure instructions and data remain up to date.

This 12-month contract opportunity is open to candidates based in Sydney, Melbourne or Brisbane. The role may be allocated to any team within the CoE Department depending on business needs.

Responsibilities include:

• Accurately enter, update and maintain information in internal databases and document management systems.
• Ensure client details, records and instructions remain current, accurate and reliable across systems.
• Assist with managing digital files, documents and workflow tasks to support daily operational needs.
• Prepare and process routine documentation, correspondence and reports required by the team.
• Support team processes such as onboarding, matter creation, data checks and general administrative tasks.
• Coordinate tasks, track deadlines and help maintain smooth workflow operations.
• Respond to internal and external enquiries professionally and in a timely manner.
• Liaise with colleagues and stakeholders to ensure information and instructions are accurate and complete.
• Contribute to producing reports, summaries or invoices as needed.
• Support compliance‑related tasks such as data verification or conflict checking.
• Follow internal policies, processes and quality standards to ensure consistency across COE operations.

Experience Required:

• Proficiency and experience with the Microsoft Office Suite (Word, Outlook and Excel)
• Accurate and timely data entry skills
• Well organised and efficient, with attention to detail and a “can do” attitude
• Excellent customer service skills
• Strong communication skills (both verbal and written)
• Excellent time management including the ability to prioritise conflicting tasks

It is desirable for candidate to have: 

• Professional Services experience
• Experience using Inprotech, iManage and DocuSign

All necessary business, process and system training will be provided.

Culture and Benefits

Join our inclusive and people-focussed culture. At FB Rice, you’ll thrive in a continuous learning environment, fostering career growth.

Our team strives to provide the best patent and trademark services in Australia. We aim to be a great place to work, offering excellent employee benefits including:

• Hybrid working policy that encourages flexible working arrangements
• Reward and recognition program that recognises individual and team performance
• A Social Club which provides a wide range of activities throughout the year
• Health and Wellbeing program including access to our Employee Assistance Program (EAP)

How to Apply

Please submit your cover letter and CV by clicking "Apply Now".

To be eligible for this position you must be fluent in English and have an ongoing right to work in Australia.

All expressions of interest are strictly confidential and only shortlisted candidates will be contacted.

FB Rice recognises the importance of a diverse and inclusive workplace and encourages any interested candidates with the above-mentioned technical background and professional skills to apply. For more information about our inclusion and diversity initiatives, visit https://www.fbrice.com.au/life-at-fb-rice.