Legal Intake Coordinator/Operations Coordinator

Position Title: Legal Intake Coordinator

FTE: Full time

Employment Type: Permanent

Location: Melbourne, Australia

Modern Award: Legal Services Award

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About the Role

We’re looking for a motivated and detail-oriented person who is interested in building a long-term career in legal intake and operations. This role is ideal for someone who enjoys the structure of intake work and sees their future in this space. While we understand that legal career paths can vary, this position is not designed as a pathway to a graduate law program or lawyer role.

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Creating a safe and inclusive work environment

At Hive Legal we are committed to providing a safe and inclusive work environment where every individual is treated with dignity and respect. We have a zero-tolerance policy for any form of sexual harassment, bullying, discrimination or inappropriate conduct.

All recruitment and selection procedures and decisions will reflect Hive Legal’s commitment to providing equal opportunity by assessing all potential candidates according to their skills, knowledge, qualifications and capabilities.

Hive Legal encourages Aboriginal and Torres Strait Islander people and minority and underrepresented people to apply.

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Background screening

Before applying for this position please note you may be required to provide:

• Reference checks: We will require a minimum of two referees. We will require their full name, job title, company name, email address, and phone number.
• Criminal and identity verification: If you proceed to the final round of interviews, you will be required to obtain a National Police Check through Victoria Police or an alternative provider before any employment offer is made.
• Educational/qualification verification: You will be required to upload official documentation from your educational institution confirming your educational qualifications.

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Key Responsibilities

• Manage the intake process for incoming legal matters, ensuring proper documentation, categorisation, and prioritisation based on urgency, complexity, and alignment with our HiveGC+ retainer arrangements with numerous clients.
• Serve as the point of contact for intake, ensuring requests are triaged to the appropriate legal team members.
• Generate regular status reports on ongoing matters, providing insights and updates.
• Use reporting tools to track workflows.
• Conduct process mapping to identify inefficiencies and areas for improvement in legal workflows including the opportunities to utilise technology.
• Collaborate with stakeholders to identify pain points and recommend solutions for optimising processes.
• Support the Operations team with administrative tasks, including matter openings/closings, billing, document formatting, office supply management, processing mail, and greeting visitors.

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Qualifications

Experience

• 3+ years of experience in a paralegal or legal operations role, preferably with exposure to intake and triage processes.
• Familiarity with legal operations tools like Xakia, NetDocuments, Actionstep or similar platforms is a plus.
• Experience in process mapping or workflow optimisation is a plus.

Skills

• Strong organisational and time management skills, with the ability to handle multiple tasks and priorities simultaneously.
• Excellent communication and interpersonal skills, capable of working across various teams.
• Proficiency in legal research tools, document management systems, and MS Office Suite (Excel, Word, PowerPoint).
• Experience with AI tools or operational platforms.

Education

Paralegal certification or relevant legal background (degree or experience) preferred.

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Timeline

• Applications open: Monday, 15 September 2025
• Applications close: Friday, 26 September 2025

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Want further information?

Please contact melissa.lyon@hivelegal.com.au

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How to apply

All applications must come through HiveScout – Legal Intake Coordinator / Operations Coordinator.