Client Services Assistant - Melbourne

This back‑of‑house Client Services Assistant role is for the organiser who loves making things work seamlessly.

You’ll ensure the workplace stays functional and efficient, equipment is working, catering and supplies are organised and mail and deliveries flow smoothly. It’s a hands‑on, detail‑driven role where reliability, organisation, and pride in high‑quality work make a real difference.

About The Role
As our Client Services Assistant (CSA), you’ll be the go-to person for facilities coordination, workplace safety, reception support, and travel administration.

Working closely with our existing Client Services Assistant, our Partners, and support teams, you’ll help create a professional and safe environment for everyone who walks through our doors. Your day-to-day tasks will include:

Facilities & Workplace Health and Safety:

• Liaise with building management for day‑to‑day facilities operations.

• Coordinate building access, security passes, deliveries, and parking.
• Ensure office compliance with local WHS regulations and firm policies.
• Conduct regular WHS and risk checks, including maintenance of statutory signage and evacuation plans.
• Support First Aid and Fire Warden duties.
• Manage safety‑related contracts such as fire extinguisher maintenance, alarm systems, and emergency training.

Vendor & Contractor Management

• Liaise with vendors for services including HVAC, lighting, cleaning, waste management, and catering.
• Monitor vendor performance and escalate service failures or compliance issues to the Workplace Manager.
• Verify and process invoices across multiple service lines, ensuring correct coding and timely payment in coordination with the Melbourne accounts team.
• Review monthly catering services invoicing and arrange payment.

Travel Coordination:

• Act as primary contact for the Travel Management Company.
• Monitor international travel advisories and communicate risks to travellers.
• Train new Travel Bookers and contribute to training materials and sessions.

Client Services & Reception:

• Provide support to reception, delivering a warm, welcoming and professional front-of-house experience.
• Manage meeting room bookings (Eptura), VC/AV setup, and technical support.
• Maintain kitchen and shared spaces to high standards through regular floor walks, with attention to safety and cleanliness.
• Provide ad-hoc admin support.

What You’ll Bring
To thrive in this role, you’ll bring professionalism, initiative, and a genuine commitment to exceptional service. 

We’re looking for someone with:

• Proven experience in facilities coordination.
• Experience in a front-of-house or client-facing role in a corporate or professional services environment.
• A current First Aid Certificate, or willingness to obtain one.
• Excellent organisational and time ‑ management skills, with the ability to balance multiple priorities.
• A calm and composed approach, even in fast ‑ paced or high ‑ pressure situations.
• Confidence working independently and collaboratively.
• A polished, professional presence and outstanding communication skills.
• A proactive, service ‑ oriented mindset with strong ownership and pride in your work.
• Flexibility and adaptability to meet changing workplace needs.
• Full unrestricted working rights within Australia. 

This role is full-time in the office, Monday to Friday, 9:00 am – 5:30 pm.
Applications
To be considered for this role, please upload your resume and any supporting documents via this advertisement.

This role is being managed directly by the Kara Powell, Talent Acquisition Advisor. Should we require agency support, we will reach out to our preferred suppliers.

About Pinsent Masons

Pinsent Masons is one of the world’s leading law firms, with a rapidly growing presence in Australia built on a reputation for outstanding work for clients and genuine care for its people.

We have unrivalled multisector knowledge and expertise which gives us a deep understanding of our clients' businesses and enables us to deliver industry-specific solutions tailored to the unique challenges and opportunities our clients face. The result is work for blue-chip clients on the full lifecycle of vital projects and transactions that shape markets across the world.

In Australia, we are rapidly growing with offices in Sydney, Melbourne and Perth. We are well connected into our global network, which results in rewarding work and unique career opportunities.

Most importantly, we are a purpose and people led law firm.

Our purpose is to make business work better for people. That means constantly questioning how the world works and then being bold with our responses. Our people are what drive this purpose.