Job Description

Job Summary Minimum requirements:

• Fully bilingual - English & Afrikaans
• Minimum 10 to 15 years experience in conveyancing
• Must have experience working in Lexapro

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Conveyancing Secretarial Services -
Emails and printing -
The information email must be saved on the office laptop so that you can directly send these emails out to the relevant parties and CC conveyancer
This should streamline work and allow you to co-ordinate the entire transfer process without any delay in receipt of mails
Initial Letters -
The initial letters must be tailored to each transaction
These letters must be double checked before sending
For instance removing gas compliance certificates from the body of the letters or changing cash to bond or changing the file number at the bottom of the page etc.
The new FICA requirements for the purchasers must be incorporated into the letters for seller and purchaser
A list of changes must be communicated as soon as possible to all relevant parties.
The initial letters must be prepared and sent in an email
One for seller (see annexure A1 and A2 for draft email template )
One for purchaser (see annexure A3 and A4 for draft email template )
One for estate agent (see annexure A5 and A6 for draft email template)
Emails to seller and purchaser are to include the POPI and FICA forms (forms attached to email)
The entire transfer process must be co-ordinated
From the OTP all important dates must be diarised
Emails must then be sent to conveyancer with the deadlines
Eg. Deposit to be paid by | Bond grant by | Registration not before
These dates must then be placed on the matter summary on lexis
Conveyancers need reminders of deadlines that are coming up with draft emails to the parties concerned with the deadline
The file covers and information must be updated and completed
Bond approval -
As soon as confirmation of bond approval is received, you need to co-ordinate the transfer so that the registration takes place as fast as possible in accordance with the offer to purchase
Bond Cancellation -
All emails to bond cancellation attorney is to be sent by you from the information email
Levies and management agents -
All requests for clearance figures and arranging the levy clearance certificate is to be sent by you from the information email
You will inform conveyancer when and where the levy clearance certificate must be collected from and you will attend to collection
RCS -
You need to co-ordinate and check RCS
As soon as figures come in either send them to the sellers on email or present to them at the appointment to ensure that the payment of the figures comes in, and if Sellers elect to pay into our trust you must inform conveyancer so payment may be made to the council when you advise conveyancer to
You need to upload the payment to RCS and obtain and check the rates clearance certificate
If it is a difficult municipality discuss with conveyer as soon as possible and then you must co-ordinate and follow up
Transfer costs -
Email the purchasers and request proof of payment of transfer costs so that I can confirm if received
Transfer duty -
Please advise conveyancer when the transfer duty submission must be checked and submitted for payment
In person requirements -
You will have to attend the office to print out all documents you require
You will have to prepare the file with the transfer documents, print, section and organise
You will have to arrange and attend the appointments with the sellers and purchasers on a Saturday if need be
You will need to draft the guarantees
You will print and place all documents in the lodgement cover and 3 weeks before you intend to lodge you will arrange with conveyancer to prep
Lodgement -
Once you have arranged and confirmed lodgement with SIMULS then let conveyancer know in advance when I must take the file to JHB or PTA for lodgement
Update lexis and select email but not SMS
Prep - You will do the tracker when appropriate to check on the status of the fileUpdate lexis and select email but not SMS
Registration -
Once you have confirmed registration on the WhatsApp groups or tracker complete the statements of account and arrange with conveyancer for us to confirm amounts within 1 day of registration so can attend to the payments and provide you with same
Send the statements of accounts and registration letters and proof of payments to the seller. Purchaser and estate agent (there are draft emails available)
Council letters -
You will follow up with the updated deeds office data and once received you will send to the seller and purchaser along with supporting documents.
Delivery of title deeds -
You will request Johannesburg Office via WhatsApp, to collect title deeds at Johannesburg deeds office
Prepare the envelopes for the new owners if cash purchase so that title deed can be placed inside and arrange with the purchasers to collect
Alternatively print delivery letter for bond attorney so that title deed can be attached and delivery attended to
Lexis - Attend to all milestones in real time | Add comments as you see fit
Litigation -
At the moment it is only civil litigation on behalf of Plaintiff.
It is important that a working knowledge of the litigation process is within the candidates arsenal.
A true understanding of the importance of the time limitations that litigation has for each step is important.
Candidate must be fully conversant with caselines and court on line
Candidate must be able to work independently and understand the vital role of communication in litigation.
A working knowledge of the new directives as they are effective from DJP and JP high courts.
Candidate must be able to draw the rolls for Trial, interlocutories and taxations.
Candidate to oversee writ, taxation and taxation allocation (done by JHB and PTA)
Legal PA -
Candidate to diarise, check and type letters.
Candidate must bring any urgent or non-conformity to the Attorneys attention as soon as possible.
Working hours -
08h00 to 17h00 (lunch from 13h00 to 14h00) Monday to Friday =.
Saturday 10h00 to 12h00 only when clients cannot attend during the week to sign
Transport - Driving licence and own transport essential.
Candidate will be required to attend deeds offices in Jhb and Pta.
Salary - From R240 000.00 to R300 000.00 per annum.
Probation period - Three months probation, at the end of which an evaluation will be done to confirm full time appointment.
Uniform - Company uniform is black and white. Suitable for court appearance. Black closed toe shoes.Job Masters (Pty) LtdRecruiter

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