Administration Assistant in Geelong

Coulter Legal is one of Victoria’s largest regionally based law firms, with offices in Geelong, Melbourne, the Surf Coast, the Bellarine and Mornington Peninsulas, and South Australia. We are proud to be a leading law firm with a difference: we genuinely care about our people, our clients, and our community. We embrace innovation and continuously evolve our legal processes to deliver exceptional outcomes. Our success is built on the contributions of every team member, and we believe that recruiting the right people is key to our growth and sustainability.

About the role

We are seeking a motivated, professional Administration Assistant to join our Executive Services team in a full-time role, working Monday to Friday, 8.30am to 5.00pm each day in our Geelong office. This is an office-based role with some direct face-to-face client exposure and office-based tasks. This is a varied and hands-on role that involves moving confidently between a range of tasks and work areas throughout the day.

At reception, you will help create a welcoming and professional first impression by:

• Greeting clients and visitors
• Responding to enquiries
• Managing meeting rooms
• Assisting with general front-of-house coordination

You will provide practical support to our busy Finance team, including:

• Processing routine documentation
• Maintaining accurate records
• Assisting with day-to-day administrative requirements

You will also support our HR team with:

• Recruitment
• Onboarding
• Employee records
• Other people-related administration

In addition, you will assist our Marketing team with:

• Coordinating on-site events
• Preparing materials
• Helping ensure activities run smoothly

More broadly, you will undertake a range of administrative tasks across the business, responding to emerging needs and working collaboratively with different teams. The role is well suited to someone who enjoys variety, communicates confidently, can manage changing priorities and takes pride in providing responsive, accurate and professional support to colleagues and clients.

Key responsibilities include:

• Moving between tasks quickly and efficiently
• Providing support across the firm as needed
• Maintaining control of priorities through effective time management
• Maintaining consistent accuracy and attention to detail

What you’ll bring:

• Proficient computer skills including Microsoft Word, Excel, and Outlook
• Demonstrated ability to adapt to a varied and changing routine
• Proven ability to work well within a team and across different teams
• Willingness to always pitch in and help
• A commitment to reliable attendance in the office every scheduled workday
• A positive, proactive, and flexible attitude

At Coulter Legal, we foster a culture of high performance, engagement, and community connection. Our values guide everything we do, and we seek like-minded individuals who share our commitment to excellence and integrity. You will be part of a supportive team where your skills and experience can grow.

We offer a range of benefits, including:

• Generous parental leave program
• Floating public holidays
• Health and wellbeing initiatives
• Opportunities to volunteer and give back to the community
• Purchase leave program
• A genuinely inclusive and welcoming culture
• Access to ongoing training and professional development

Our commitment to diversity and inclusion

Coulter Legal values diversity, promotes inclusion, and ensures equal access for all. We welcome applications from people of all backgrounds, cultures, and identities. We believe that diverse perspectives strengthen our team and enhance the service we provide to our clients. If you require any adjustments to be made throughout the recruitment process, please contact us on the details below.