Facilities / Files & Securities Clerk

Learn more about what Hall & Wilcox can offer you : bit.ly / HWbenefits

About the role and team

We have an exciting opportunity for a Facilities / Files & Securities Clerk to join our Workspace team, onsite in Newcastle.

As a Facilities / Files & Securities Clerk you will provide prompt, efficient, and reliable service to our growing Newcastle office. Our Newcastle office currently consists of 65+ people.

You will be responsible for :

• setting up rooms and IT equipment for meetings, events and seminars i.e. laptops, projectors and any AV set up;
• liaise with the Events team in relation to internal events and their requirements;
• setting up desks including IT equipment and cabling;
• maintain inventory of AV and WFH equipment, such as monitors, keyboards, meeting room pc’s and headsets and liaise with team to get these sent out or returned;
• conduct daily morning floor walk to ensure the office is ready for operation;
• manage security access card distribution and maintenance;
• provide office tour for new starters;
• monitor and complete service requests submitted through Jira;
• logging jobs with building management;
• coordinating the secure bin pickup and delivery and general office maintenance including changing photocopier toners, remove paper jams and minor odd jobs and repairs;
• assist with office moves and fit-out projects (possibly in other states);
• preparing files for archiving / or off-site storage;
• managing the pick-up and delivery of files and safe custody;
• preparing the safe custody documents and packets for storage;
• ensuring consistency in process for archiving and off-site storage processes;
• scanning original documents as required;
• training Files & Securities Clerk back-up; and
• ad hoc duties as and when required.

About you

You will ideally have the following skills and experience :

• experience in a facilities clerk or files & securities clerk role or similar;
• ideally experience in a professional services environment;
• strong attention to detail;
• strong customer service skills;
• excellent interpersonal and communication skills;
• flexible and reliable with a ‘can do’ attitude and proactive approach;
• strong organisation skills and the ability to prioritise deadlines;
• ability to work autonomously as well as taking direction;
• strong working knowledge of Microsoft Office;
• ability to work under pressure; and
• professional work ethic.

About us

Hall & Wilcox is a leading independent Australian law firm. We deliver outstanding legal services to corporate, public sector and private clients, both Australian-based and those offshore doing business in Australia. Our purpose is to enable our clients, our people and our communities to thrive.

Hear from our people about what it’s like to work at HW : bit.ly / HWpeople

Some of our recent awards and citations include :

• Best Australian Law Firm (>

200m revenue) at the 2025 Client Choice Awards

• Ranked 7th in the Lawyers Weekly Top 25 Attraction Firms for 2024 and 2025
• Law Firm of the Year at the 2023 Lawyers Weekly Australian Law Awards
• Workplace Gender Equality Agency (WGEA) Employer of Choice for Gender Equality (EOCGE) citation holder since 2018

We are known for having a great culture that is warm and welcoming, progressive, inclusive and supportive, and that is underpinned by our enduring values - known as Hallmarks.

We are also renowned for our Smarter Law approach. Smarter Law means we look beyond the status quo to think differently and find solutions. Smarter Law includes enabling technology, challenging business models, innovative pricing and creative resourcing.

We are a firm of the future. We offer our people interesting and challenging work, and access to great clients. To learn more about HW visit our website.

Apply now

Let’s connect. Click apply to submit your application.

At Hall & Wilcox, we are committed to creating and maintaining a workplace that actively seeks to include, welcome and value unique contributions of all people. We encourage applications from candidates of all cultural backgrounds (including First Nations), age, abilities, sexual orientation and gender identities.

We are also committed to supporting candidates with disability so that every candidate is offered a fair, equitable and supportive recruitment experience. If you require any adjustments or support to complete your application, or if you have any questions, please contact Archie Marchant, Talent Acquisition Co-ordinator, [email protected] for a confidential discussion.

This vacancy is being managed directly by the HW Talent Acquisition / People & Culture team. We will contact our preferred agency partners should we require any assistance.