ASSISTANT CONVEYANCING SECRETARY

SUMMARY:
ASSISTANT CONVEYANCING SECRETARY
GAUTENG

A well-established and reputable law firm is seeking an experienced Assistant Conveyancing Secretary to join its busy Transfer Department. This role is ideal for a proactive and detail-oriented individual who is confident supporting a Senior Conveyancing Secretary and Conveyancer, while assisting in the management of property transfer files from instruction through to post-registration.

Key Duties and Responsibilities:

• Assist in managing conveyancing files from instruction to post-registration under the supervision of a Senior Conveyancing Secretary and Conveyancer
• Provide regular and accurate progress updates to clients, estate agents, financial institutions, and other stakeholders
• Liaise with municipalities, SARS, the Deeds Office, banks, and third parties to ensure matters progress efficiently
• Prepare and maintain weekly progress reports and file status summaries
• Open, organize, maintain, and close conveyancing files in line with audit and compliance requirements
• Assist with financial administration, including requesting and following up on guarantees
• Draft pro forma accounts and invoices as per attorney instructions
• Collect and verify FICA documentation, ensuring compliance with internal procedures
• Handle client and stakeholder queries within secretarial scope, escalating more complex matters where necessary

POSITION INFO:
Minimum requirements:

• Matric (essential)
• Certificate or Diploma in Legal Secretarial Studies, Conveyancing, or Office Administration (advantageous)
• 3–5 years’ experience as a Conveyancing Secretary, specifically in property transfers
• Proven experience assisting with high volumes of transfer files
• Strong knowledge of conveyancing processes and Deeds Office procedures
• Experience liaising with clients, estate agents, banks, municipalities, SARS, and the Deeds Office
• Proficiency in conveyancing software such as LexisConvey
• Experience with SARS eFiling
• Strong Microsoft Office skills (Word, Outlook, Excel)
• Excellent organizational skills, attention to detail, and ability to work under pressure
• Professional communication skills with a client-focused approach