Administrative support Conveyancing

SUMMARY:
Legal practice is looking to appoint an Administrative support to provide administrative and clerical support to conveyancers and transfer & development secretaries within the conveyancing department.

POSITION INFO:
Qualifications and Experience:

• Grade 12 certificate
• A recognised secretarial or administration certificate/diploma
• A minimum of 4 years suitable experience
• Experienced on MS Office
• Good command of the English language both verbal and written
• Strong administrative skills essential
• Able to work independently
• Attention to detail
• Good telephone etiquette
• Conscientious and pro-active
• Ability to meet deadlines and work under pressure

• Strong administrative and organisational skills with attention to detail.
• Good communication skills, both written and verbal.
• Ability to work accurately under pressure and meet deadlines.
• Proficiency in Microsoft Office and willingness to learn internal and developer software systems.
• Ability to work both independently and as part of a team.

• Provides administrative and clerical support to conveyancers and transfer & development secretaries within the conveyancing department.
• Demonstrates the ability to work effectively within a team environment and is willing to take guidance and instructions from senior secretaries where required.
• Shows flexibility in assisting other members of the team during periods of high workload, leave, or urgent matters and takes responsibility for assigned tasks, meets deadlines, and supports the Team to ensure that matters progress efficiently.
• Demonstrates a basic knowledge of transfer procedures, and as such able to manage Excel spreadsheets and developer’s software programmes for reporting purposes to developers of sectional title developments
• Provides general administrative assistance to the conveyancing team as required.
• Communicates clearly and professionally with team members and professional team, ensuring that instructions are understood and relevant updates are shared timeously.
• Opens new files and captures matter details on the firm’s conveyancing and practice management systems.
• Maintains accurate filing systems (electronic and hard copy) and ensures that documents are correctly saved and easily accessible.
• Prepares basic correspondence, standard forms, and supporting documentation under supervision.
• Assists with the preparation and collation of documents required for transfers, development transfers and notarial matters.
• Performs document checks to ensure that required information, signatures, and supporting documents are in place before submission to clients or the Deeds Office.
• Liaises with clients, estate agents, and other parties to obtain outstanding documents and information when required.
• Arranges courier services, document deliveries, and collections where necessary.
• Monitors and updates internal tracking systems and checklists to ensure that matters progress within required timelines.
• Assists with scheduling appointments, follow-ups, and general office coordination within the team.
• Maintains confidentiality of all client and transactional information.
• Willingness to learn and develop administrative skills within a real estate team.
• Responsible for opening and closing files on CMS/Management System (this system will be taught to the successful candidate – ability and willingness to learn is required).
• Able to attend to all financial aspects of transfers and bond cancellations (including verifying guarantees, drafting guarantee requests, billing and attending to pro forma and final statements of account).
• Drafts initial correspondence (email / letter) to transacting parties and / or agents.
• Ensures compliance with FICA and FATCA and any other client onboarding processes or investment processes, including following up with clients for outstanding documents / information.
• Attends to investment of purchasers’ funds (including obtaining all information and documents in order to invest), obtaining investment statements, assistance with closure of investments accounts
• Manages and follows up diary appointments