Job Description

Job Summary To qualify for this position, you need:

• Matric (Essential).
• Legal Secretary, Paralegal, or Conveyancing Qualification (Advantageous).
• In-depth knowledge of Conveyancing software/systems such as Lexis.
• Proficiency in Conveyancing Software (Lexis Convey, E4, SearchWorks Windeed).
• Proficiency in Accounting Software (e.g., AJS).
• Minimum of 5 years of experience in a law firm or conveyancing department, particularly in handling various property transactions (Real Estate new developments).
• Experience with bond transactions is beneficial.
• High proficiency in Microsoft Office (Word, Excel, Outlook).
• Strong attention to detail with a focus on quality.
• Exceptional organizational skills, with the ability to manage multiple files and transactions simultaneously while meeting deadlines.
• Ability to work independently and efficiently under pressure.
• Solid and stable conveyancing secretarial experience is essential.
• Excellent communication skills, with the ability to explain legal processes clearly and concisely to clients.
• Professional writing skills for formal correspondence, including letters, emails, and notices, to clients, estate agents, and financial institutions.

Duties and responsibilities include, but not limited to:Transaction Management:

• Take ownership of property transactions from inception to completion.
• Prepare and manage files in accordance with specified requirements, including conducting necessary property and personal searches.
• Organize and maintain legal files for each property transaction, ensuring that all documents related to transfers, bonds, and cancellations are accurately filed.

Stakeholder Communication:

• Maintain effective communication with both internal and external parties,including banks, municipalities, rates consultants, estate agents, the Deeds Office, and others.

Drafting Legal Documents:

• Draft legal documents using E4 / Lexis Convey software.
• Obtain Transfer Duty, Rates Clearance, and Homeowners/Body Corporate consents.

Progress Tracking and Deadlines:

• Track the progress of property transactions to ensure deadlines are met and that all procedural steps are followed.
• Manage the lodgement and registration of all transfers, bond cancellations and bonds.

Financial Management:

• Oversee all financial aspects of the conveyancing transactions.

Client Interaction and Relationship Management:

• Ensure that all required documents (e.g., identity documents, proof of payment) are collected from Sellers and Purchasers for the transfer process.
• Coordinate the timely signing of documents with Sellers and Purchasers to facilitate the transfer process.
• Maintain regular communication with clients, providing updates throughout the conveyancing process.
• Collaborate with developers, attorneys, and clients to ensure smooth execution of property transactions in new developments.

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