Conveyancing Secretary

SUMMARY:
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POSITION INFO:

Requirements

• Matric certificate or equivalent Qualification
• A relevant tertiary qualification in paralegal studies through an accredited institution i.e., Certificate Course/ Diploma in Conveyancing or Advanced Conveyancing is advantageous
• Minimum of 8 years’ experience as a conveyancing secretary of which at least 2 years need to have been in a commercial property conveyancing environment
• Proficient in conveyancing procedures and operations within the deed’s office, including but not limited to subdivisions, consolidations, sectional plans, and interpretation of sectional title plans and survey information on diagrams or general plans and opening township and sectional title registers, creating new title conditions, servitudes, notarial agreements and notarial bonds
• Familiarity with the various stages of property purchase and sales transactions
• Thorough understanding of commercial, mining, and residential conveyancing terminology and processes
• Ability to conduct research and analyse legal documents for accuracy
• Sound knowledge of property finance and banking systems and procedures

Responsibilities 

• Investigate the facts of matters and ensure that all relevant information is considered and compiled
• Coordinate and organise research findings/ information for verification and access by legal professionals in need
• Liaise with all parties in the conveyancing process daily, this includes individual clients, Banks, Mortgage Originators, Purchasers, Sellers, Agents, Municipal Departments, Body Corporates & Provincial Deeds Offices, and SARS to ensure efficient conclusions to property & bond registrations
• Prepare varied types of conveyancing documents for signature
• Draft, prepare, and/or review property mortgage contracts/ deeds of sale taking into account suspensive conditions, exclusions, and standard certification requirements
• Draft standard and notarial bond documents
• Coordinate and manage document production, this includes photocopying, indexing, filing, retrieving, and organizing client records and legal documents
• Coordinate formal delivery and receipt of legal documents to and from relevant parties
• Type, format, check, and file legal documentation & correspondence using the firm’s standard templates. This includes Dictaphone typing
• Scan relevant documentation into File Site under matter number
• Balance amounts due to the Seller and Purchaser by taking into account all expenses and interest earned. Pro Rata shares are payable by Seller and Purchaser in respect of expenses such as rates and levies must be accurately calculated.
• Finalise statements of account for Seller and Purchaser to be signed off by conveyancer