Remote Legal Admin – Australian Claims

Important: Read This Before Applying

There are strict instructions on how to apply for this position. If you do not follow the instructions exactly, your application may be marked as spam and you may not be contacted.

Your application must include all of the following:

1. Your latest resume.
2. A covering letter explaining why you believe you are suitable for this role.
3. An original Loom video answering the application question at the bottom of this post.

The Loom video must be recorded specifically for this application. Do not send a generic Loom that you have used for other jobs. Do not copy a script or read from a template.

We want to hear how you naturally communicate in English and assess your ability to explain information clearly and professionally.

If your application is missing anything, or if your Loom appears copied, scripted, AI-generated, old or generic, you may not be considered.

About The Role

TPD Matters is looking for a reliable, highly organised and detail-focused Remote Legal Admin to join our Australian legal support team.

We assist clients with Total and Permanent Disability (TPD) claims. Many of our clients are dealing with injuries, illnesses and difficult personal circumstances, so professionalism, confidentiality, accuracy and clear communication are extremely important. This is a hands-on administrative and legal support role focused on helping client files progress efficiently.

You will maintain client files, manage documents and correspondence, complete follow-ups, communicate with clients and external organisations, and ensure tasks are properly recorded and actioned. This role requires someone who takes ownership of their work. You must be able to identify what needs to be done, follow established processes, complete tasks accurately and report back clearly.

What You Will Be Doing

Your responsibilities may include:
- Updating and maintaining client files, records, notes, tasks and follow-ups.
- Assisting with the progression of client matters through the required administrative stages.
- Managing incoming documents, correspondence and client information accurately.
- Saving emails, documents and correspondence to the correct client file.
- Ensuring important correspondence is actioned rather than simply received or filed.
- Creating and updating tasks, reminders and next steps so that required actions are not missed.
- Contacting clients to obtain information, documents, signatures or updates when required.
- Contacting superannuation funds, insurers and other relevant organisations to request information and follow up outstanding matters.
- Following up outstanding requests consistently and escalating delays or issues when appropriate.
- Preparing, sending and following up documents and forms as directed.
- Maintaining accurate and detailed file notes after calls, emails and other actions.
- Working within Actionstep and other CRM/client management systems.
- Communicating clearly with the Sydney team and remote team.
- Following SOPs, checklists, training materials and written instructions.
- Reporting clearly on completed work, outstanding tasks, blockers and matters requiring escalation.
- Handling confidential and sensitive client information carefully and professionally.
- Assisting with other legal administration and file-management tasks as directed.

Performance Expectations
This is a detail-focused and accountability-driven role.

Your success will be measured by the quality and accuracy of your work, your ability to progress tasks efficiently, follow-up consistency, file and CRM accuracy, communication, responsiveness and your ability to follow established processes.

We expect you to:
- Complete assigned tasks accurately and within required timeframes.
- Keep client files, notes, documents and tasks organised and up to date.
- Follow up outstanding matters without needing repeated reminders.
- Record actions clearly so another tea ---------- mber can immediately understand what has occurred and what needs to happen next.
- Properly action incoming emails and correspondence rather than leaving them unattended.
- Escalate problems, delays or uncertainty instead of allowing a matter to sit unresolved.
- Be available and responsive during working hours.
- Communicate clearly when a task is completed, delayed or requires assistance.
- Follow SOPs and instructions consistently.

Accuracy is extremely important. Our team works with legal matters and sensitive client information, so incomplete notes, missed follow-ups, incorrectly saved documents or unactioned correspondence can affect the progression of a client’s matter.

Who We Are Looking For
We are looking for someone who:
- Has excellent written and good spoken English.
- Can comfortably work with CRM systems, client files, folders, documents and task lists.
- Is highly organised, reliable and detail-focused.
- Communicates professionally and naturally with Australian clients and stakeholders.
- Has strong administrative skills and can manage multiple files, tasks and follow-ups without losing track of important actions.
- Takes ownership of assigned work and follows tasks through to completion.
- Is confident making professional outbound calls when follow-up is required.
- Is comfortable communicating with clients, insurers, superannuation funds and other organisations.
- Availability to work Monday to Friday, 9:00 am to 5:00 pm (AEST/AEDT) Sydney time, unless otherwise agreed.
- Can work independently while still reporting back clearly to the team.
- Is responsive and reliable during working hours.
- Understands the importance of confidentiality when handling sensitive client and legal information.
- Is willing to learn and adapt to Australian legal and administrative processes.
- Experience That Will Be Highly Regarded

Experience in any of the following will be viewed favourably:
- Legal administration.
- Legal assistant or legal clerk work.
- CRM or case-management systems.
- Claims administration or claims support.
- Insurance administration.
- Personal injury or disability claims.
- Client services.
- Australian legal, insurance or professional services businesses.
- Document-heavy administrative roles.
- Roles involving regular client and stakeholder follow-up.

Previous experience with Actionstep is an advantage but is not required. We are more interested in your ability to learn systems quickly, follow processes accurately and maintain high-quality records.

What We Offer
- Full-time remote work with a growing Australian business.
- A structured role with clear SOPs, training and support.
- Training in our systems and processes.
- A stable long-term opportunity for the right person.
- Meaningful work supporting clients who may be going through difficult circumstances.
- Weekly payment in arrears through Wise after onboarding.
- Two weeks of prorated paid time off during the Christmas closedown period.
- Selected Australian public holidays recognised in line with company policy.
- Opportunity to develop strong experience in Australian legal administration and claims processes.
- Long-term opportunity for someone who performs well, communicates clearly and consistently follows the process.
- Application Question For Your Loom Video

Record a short Loom video answering the following scenario:

"Imagine you are assisting with an Australian client’s legal matter. You notice that information requested from an external organisation has still not been received, and the client is also waiting for an update.
Talk us through what you would do next and explain how you would communicate with the client, the external organisation and your internal team."

Please answer naturally, in your own words. Do not read from a script, copy an answer from the internet or use a template.

Final Instruction
To show that you have read the full advert, start the first line of your application with this exact phrase:

TPD Matters Admin

If you do not include this exact phrase at the start of your application, your application may be marked as spam and you may not be contacted.