Conveyancing Assistant

A well established Law Firm is seeking to recruit a suitably qualified Assistant for the Firm’s Conveyancing / Real Property Department. The Conveyancing Assistant will provide administrative and clerical support to the conveyancing / property department.

JOB SUMMARY

The Conveyancing Assistant will provide administrative and clerical support to the conveyancing / property department by managing client files, drafting correspondence and various conveyancing documents / instruments, attending to clients, conducting electronic searches on the PBRS and CROS platforms, preparing documents for registration etc.

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Open new client matters / files, ensuring that all requirements have been met for completion of transactions.
• Ensure all documents including email correspondence pertaining to a client file is saved to the Firm’s document management system.
• Assist with preparation of conveyancing documentation, including drafting of deeds of conveyance, mortgages and leases.
• Prepare status reports on conveyancing matters, highlighting items requiring urgent attention.
• Assisting in post conveyancing and mortgage transactions by drafting, copying, arranging for stamping and registration of documents and binding documents for dispatch to clients and relevant parties.
• Close and archive files after the completion of conveyancing transactions, ensuring all required documents are filed correctly.
• Prepare quotations of fees and stamp duty for clients.
• Maintain electronic calendars, co-ordinate meetings and schedule appointments.
• Answer telephone, respond to client requests in a timely manner and direct relevant calls as necessary.
• Conduct electronic searches (e.g. obtaining copies of deed on PBRS company searches) as necessary for conveyancing matters.
• Liaise with government agencies, financial institutions.
• Handle the billing / invoicing function, including preparation of bills, printing of periodic reports. Follow up and attend to firm’s outstanding invoices.
• Assist walk-in customers with Mortgage Bill of Sale transactions as needed.
• Provide general support in other areas of the department as requested from time to time.

Qualifications and Skills:

Experience:
A minimum of 3-5 years proven experience as a legal secretary / administrative assistant within the area of Conveyancing

Education / Skills:

• A certificate or diploma in Legal Studies, Business Administration, or a related field is preferred.
• Demonstrated ability to use legal software and online search systems.
• Proficiency in Microsoft Office Suite
• Any other relevant certification

• At least 5 CXC O’ Levels including Mathematics and English

Core Competencies:

• Excellent organizational skills and attention to detail.
• Ability to manage multiple tasks with accuracy and efficiency.
• Strong communication skills, both written and verbal.
• Professionalism and a high level of discretion with client matters.