Business Support Administrator: Conveyancing

Main Purpose of the Job

The Business Support Administrator will provide administrative support to the various parties to the sales transaction during the pre – sales and after-sales process, from signature of the offer to purchase to registration of the property and the receipt and payment of commission.

This includes but is not limited to –

• Obtaining, collating and uploading supporting documentation,
• Checking, confirming and verifying information, screening of clients
• Uploading the sale onto Alchemy, Initiating and instructing processes, and
• Communicating, noting and reporting on the progress of the sale on Alchemy.

Key Responsibilities

• Draft and issue instructions to sellers, buyers and attorneys.
• Liaise with transferring attorneys to monitor the progress of property transfers.
• Update alchemy with the progress reports, amend dates where necessary.
• Follow up on lodgements, registrations, guarantees, and transfer updates.
• Verify FICA documentation from buyers, sellers, executors, trustees, and related parties in compliance with regulatory requirements, working closely with the Compliance Administrator.
• Manage communication between attorneys, buyers, sellers, agents, and other stakeholders throughout the transfer process.
• Monitor transaction timelines and ensure compliance with contractual deadlines and suspensive conditions.
• Invoice the transferring attorneys for commission on all matters.
• Follow up on commission undertakings and commission payments. Ensure the commission received is allocated accordingly.
• Assist with obtaining outstanding FICA documentation for property transactions.
• Maintain accurate transaction records and ensure all compliance documentation is correctly filed.
• Provide regular updates on the progress of property transfers and attend to conveyancing-related queries.
• Coordinate the collection of outstanding documentation required for transfers and bond registrations.
• Ensure compliance with FICA, estate agency, and conveyancing requirements throughout the transaction process.
• Assist management in monitoring office performance and achieving sales and transfer targets.
• Prepare and submit SIF forms for capturing and processing.

Key Competencies

• Methodical, excellent attention to detail and the ability to follow process;
• Strong computer literacy skills with the ability to learn online processes and systems;
• Good interpersonal skills and a service orientation;
• The ability to work independently, make own decisions and use own initiative when required;
• Approachable, confident and friendly demeanor;
• The ability to prioritise, work within deadlines and be solution-focused;

Education & Experience

• Post matric Qualification with Conveyancing admin experience advantageous;
• Familiar with and experience in the conveyancing or sales administration process within the real estate industryis non-negotiable requirement

Knowledge & Skills Required

• Stong computer literate – Microsoft office, Power Point, Excel & Internet and knowledge of Alchemy will be a strong advantage.
• Knowledge of conveyancing process