[Hiring] Conveyancing Assistant @D2B

Role Description

We are looking for an experienced Conveyancing Assistant to support our conveyancing team in managing property transactions from file opening through settlement and post-settlement administration. This role is ideal for someone who enjoys working in a fast-paced legal environment, thrives on organisation and accuracy, and takes pride in delivering a smooth experience for clients throughout their property journey.

Key Responsibilities

• Conveyancing Administration:
  • Assist with residential and commercial conveyancing matters from file opening through settlement.
  • Prepare legal correspondence, transfer documents, settlement documentation, and related paperwork.
  • Open and maintain electronic files and ensure accurate record keeping.
  • Monitor key dates, settlement timelines, and contractual milestones.
  • Maintain organised and up-to-date file notes.
• Settlement Coordination:
  • Prepare settlement statements and supporting documentation.
  • Create and manage PEXA workspaces.
  • Coordinate settlements with solicitors, lenders, mortgage brokers, real estate agents, and government authorities.
  • Review settlement figures and documentation prior to settlement.
  • Complete post-settlement administration, lodgements, and client correspondence.
• Client & Stakeholder Communication:
  • Serve as a key contact for clients throughout the conveyancing process.
  • Provide timely progress updates and respond professionally to enquiries.
  • Liaise with lenders, brokers, solicitors, and real estate agents to facilitate smooth transactions.
  • Follow up outstanding searches, finance requirements, and settlement conditions.
• Compliance & Risk Management:
  • Ensure compliance with Queensland conveyancing legislation and internal procedures.
  • Complete AML/CTF and client identity verification requirements.
  • Assist in maintaining compliance with industry standards and firm policies.
  • Identify potential issues that may impact settlement and escalate where appropriate.
• Day-to-Day Responsibilities:
  • Opening new conveyancing files.
  • Monitoring settlement timelines and important dates.
  • Preparing transfer and settlement documents.
  • Managing PEXA workspaces.
  • Preparing settlement statements.
  • Coordinating with lenders regarding finance and discharge authorities.
  • Liaising with clients, brokers, solicitors, and real estate agents.
  • Following up searches, requisitions, and outstanding documentation.
  • Completing AML and identity verification requirements.
  • Maintaining accurate electronic file records.
  • Responding to client emails and telephone enquiries.
  • Completing post-settlement administration.

Qualifications

• Proven Queensland (QLD) conveyancing experience.
• Experience supporting residential and/or commercial conveyancing transactions.
• Strong knowledge of Queensland conveyancing legislation and processes.
• Experience using PEXA.
• Experience using LEAP Legal Software.
• Experience using InfoTrack.
• Knowledge of AML/CTF compliance and identity verification procedures.
• Excellent written and verbal communication skills.
• Strong organisational and time management abilities.
• High attention to detail and accuracy.
• Ability to manage multiple files and competing priorities.
• Strong problem-solving and stakeholder management skills.

Preferred

• Experience working within an Australian conveyancing or property law firm.
• Experience supporting a high-volume conveyancing practice.
• Exposure to trust accounting processes.

Preferred Software & Tools

• LEAP Legal Software.
• PEXA.
• InfoTrack.
• Microsoft Office Suite.
• Microsoft Outlook.
• Adobe Acrobat.