Business Services & Switchboard Administrator

Business Services and Switchboard Administrator – top tier law firm

• Step into a varied Business Services role at the heart of the firm, combining client service with hands‑on office administration
• Enjoy a great team culture, and exposure to national projects across Business Services
• Build strong relationships across the firm while developing skills in coordination, systems, and corporate support

Role Detail

Our Business Services team is seeking a confident and professional Business Services & Switchboard Administrator to join our national support function. This role offers genuine variety, combining high‑quality client service with broader administrative and operational responsibilities across the firm.

You’ll join a collaborative and dynamic team that helps keep the firm operating seamlessly. While connected to the switchboard, your day will largely revolve around a diverse range of Business Services and administrative tasks.

Working arrangements:

• Core hours: 9:30am-6:00pm AEST, Monday to Friday
• Flexibility: Occasional evening or weekend coverage during periods of leave (allowances/overtime apply)

Your day will involve:

• Monitoring shared mailboxes and actioning requests in a timely and accurate manner 
• Processing Business Services and Hospitality invoices by due dates 
• Answering and managing incoming calls with a professional, friendly and efficient manner 
• Processing incoming faxes accurately and promptly 
• Coordinating after-hours services (air-conditioning, couriers, photocopying, IT and Word Processing support) as required 
• Liaising with Building Management and Security on tenancy issues, escalating to the Business Services Manager where appropriate
• Assisting with archiving activities, including filing, auditing and destruction tasks
• Supporting WHS standards by helping maintain a safe and secure tenancy (e.g. identifying and reporting potential hazards) 
• Providing support to the Business Services Team as directed by the Switchboard Team Leader and/or local Business Services Manager 

About You

• Proficient in MS Office; experience with Elite 3E or IManage is advantageous but not essential
• Experience in a customer service or office administration role within a corporate or professional services environment
• Understanding of Business Services functions (mail, courier coordination, switchboard, records management)
• Strong written and verbal communication skills with a polished and professional phone manner
• Excellent client service skills and ability to build rapport quickly
• Effective time management skills with the ability to prioritise and manage multiple tasks 
• Self-motivated, proactive and solutions-focused 
• Adaptable and team-oriented with a willingness to support colleagues across the firm
• High attention to detail and commitment to producing quality work 
• Flexibility to work outside core business hours when required
• Demonstrate a commitment to continuous improvement, both personally and as a contributing member of the team
• Ability to quickly learn and adapt to new systems and processes is essential

Who are we?

We are Mallesons. The top-tier independent firm from Australia, a full-service firm trusted on the most complex and consequential matters across our region and around the world. We’ve been part of Australia’s story for almost 200 years and acknowledge Aboriginal and Torres Strait Islander peoples as the traditional owners and custodians of these lands and waters.

Our independence gives us the flexibility to combine our extensive top tier full-service capability with the best advisers in every market. With deep expertise, collective judgment and genuine collaboration, we cut through complexity so our clients can move forward with confidence and make more happen.

Why work with us?

We build careers that go everywhere. Mallesons is a special place to work where anything is possible, ambitions are limitless and diversity and inclusion play an important role. It’s a place where you will collaborate with exceptional colleagues and clients, where you will sharpen your edge and support others to do the same, where you will make a difference you can be proud of. You will have access to a suite of wellbeing initiatives, benefits, policies and process that will support you to achieve your career goals.

Together we learn. Together we master. Together we lead.

Next Steps

Please click ‘Apply Now’ to apply online with your cover letter summarising why you’re applying and your resume to support your experience.

If you have any questions or need any further information, please don’t hesitate to reach out to Sophie Larrett at sophie.larrett@mallesons.com

If you are not an Australian citizen or permanent resident, you must hold all visas and other approvals necessary for you to work for the firm in Australia.

Diversity and Inclusion

Mallesons is an equal opportunity employer and is committed to diversity and inclusion. We encourage applications from Aboriginal and Torres Strait Islander peoples, and people from diverse backgrounds. We welcome, value, support and harness the positive benefits that people’s different life experiences bring, especially as they relate to gender, sexual identity, culture, faith, disability and life stages.

If you are unsure if you meet all criteria for this role, but have a passion for delivering high quality work, developing your skills and realising your full potential, then we encourage you to apply and have a further conversation about how you could fit at Mallesons.

We have a range of inclusive hiring practices – if you would like to seek workplace adjustments to complete your application please contact the Recruitment contact for this role or email careers@mallesons.com