Practice Administrator
An administrator who keeps the firm's engine running behind the scenes, so partners and fee earners spend their hours on clients.
- Engagement
- Full-time, managed Employer of Record
- Working hours
- Full-time, with core overlap across Australian Eastern business hours
- Sector
- Professional Services
- Experience level
- Two or more years in practice administration or executive support in professional services. Mid-level.
- Time and disbursement entry coordinated and corrected
- Invoices raised, sent, and followed up
- Document and matter folders kept tidy and current
- Calendars, meetings, and travel arranged
- Weekly practice activity and WIP reporting
- A practice management system, for example FYI, Xero Practice Manager, Karbon, APS, or Affinity
- A document management system or SharePoint
- Microsoft 365
- Outlook and Teams
Why this role exists
A professional services firm runs on a thousand small administrative moments: time entry chased, invoices raised, folders tidied, meetings booked, deliverables formatted. Each one is small, but together they pull partners and fee earners off chargeable work every day. A dedicated administrator holds them all so the firm runs cleanly behind the scenes.
A practice administrator absorbs that load so fee earners stay on clients and partners on growth.
A day in the role
- Chase outstanding time entries against last week's WIP.
- Raise the agreed invoices and send them out, then schedule follow-ups.
- Tidy matter folders to convention and finalise two client documents for review.
- Arrange next week's partner calendar around a fixed meeting.
What good looks like at 90 days
Time entry is complete each cycle, invoices go out on schedule, folders are tidy enough that anyone can find what they need, and partners notice that their week runs more smoothly.
Sector context
This role sits inside our professional services sector work, alongside client onboarding, bookkeeping, and document production.
The Arcbridge difference
You direct the work. Arcbridge holds the employment.
Australian workplace law considers the real working relationship between a business and a worker, not only the contract label. Where an Australian business directly engages an offshore contractor and the practical working relationship resembles employment, classification and Fair Work questions can arise. The Fair Work Commission has scrutinised arrangements of this kind.
Arcbridge is designed to reduce the practical risks of informal offshore contractor arrangements by placing employment, payroll, leave, HR administration, and employment-side process inside a managed structure. Arcbridge or its nominated employment entity employs the team member. The client receives capability and outputs through a service agreement rather than directly engaging an offshore worker.
This is the difference between an informal offshore engagement and a structured offshore team. It is general information only, and is not a substitute for tailored legal, workplace relations, tax, or migration advice on a client's specific arrangements.
Core responsibilities
- Coordinate time and disbursement entry, chasing missing entries
- Raise invoices from WIP and follow them up to payment
- Maintain document and matter folders to a clear convention
- Arrange calendars, meetings, and travel for fee earners
- Format and finalise client deliverables for review
- Handle the practice inbox and route messages
- Produce weekly practice activity and WIP reporting
What this role is not
Clear scope protects the placement. These sit outside this brief, and we will say so before a call rather than after.
- This role administers the practice. It does not provide legal, tax, or financial advice, which are matters for the appropriate professional.
- It does not sign off client deliverables or invoices. Final approval stays with the responsible partner.
- It is not a fee-earning role.
Best-fit profile
- Two or more years in practice administration or executive support in professional services
- Organised, proactive, and discreet with sensitive matters
- Strong written English and tidy document habits
- Comfortable supporting several partners or fee earners at once
What Arcbridge screens for
Depth is the differentiation. These are the capabilities we test before a name reaches your shortlist.
Organisation
We test the ability to keep many partners, matters, and tasks moving without dropping detail.
Document quality
We screen for tidy, consistent document and folder hygiene to a clear convention.
Initiative within bounds
We assess proactive progress within agreed authority, with clean escalation of the rest.
Handling sensitive data
We look for discretion and judgement with client and firm information.
How we measure success
The signals we hold this role to. These are quality and throughput measures the team member owns, not promises about your commercial results.
- Time and disbursement entry chased and complete each cycle
- Invoices raised and followed up on the agreed cadence
- Document and matter folders organised to convention
- Practice activity and WIP reporting delivered each week
Who holds what
The managed structure is the point. You direct the work and own the outputs. Arcbridge holds the employment relationship and everything that comes with it.
You direct
- Which partners and matters take priority
- Your conventions for folders, time entry, and billing
- How escalations and approvals are routed
Arcbridge holds
- The employment relationship, payroll, and superannuation equivalent
- Leave, performance management, and HR administration
- Onboarding, equipment, and day-to-day pastoral support
The commercial case
Practice admin done well lifts every partner's chargeable hours by a measurable amount. A dedicated administrator holds it so fee earners can focus on clients. The managed structure delivers that capability without directly engaging an offshore worker.
Other Professional Services roles
Roles in the same sector that share systems, working hours, or buyer profile.
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View this roleFull-time, managed Employer of RecordProposal and Document Production Specialist
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View this roleTalk through this role
Place a Practice Administrator.
Send the role brief or describe the work you need covered. We will confirm whether the role fits the Arcbridge model and arrange a 30-minute discovery call within one business day.
This document is general information only and is not legal, migration, registration, clinical, or tax advice. Arcbridge candidates are employed by Arcbridge or its nominated employment entity. The client receives managed offshore support aligned to the agreed role profile, hours, service fee, and reporting arrangements.