Conveyancing Secretary - Cape Town, Bishopscourt

Main Purpose of the Job

This Conveyancing role is ideal for a multi-tasker that enjoys varied and challenging work. As Conveyancing Secretary, you will provide conveyancing and sales administrative support to the various parties in the sales transaction during the after-sales process from signature of the offer to purchase to registration of the property and the receipt and payment of commission.

The successful candidate will be based in our Southern Suburbs office in Bishopscourt.

Key Responsibilities

Conveyancing and Sales Administration

The responsibilities include, but is not limited to:

• Obtaining, collating and filling supporting documentation;
• Checking, confirming and verifying information;
• Initiating and instructing processes; and
• Communicating, noting and reporting on the progress of the sale.

In particular your sales administration duties will cover:

• Offer to purchase;
• Listings and Mandates;
• Confirming that FICA is completed appropriately and all the relevant documentation is filed;
• Communicate with the conveyancing attorney and seller via letter;
• Capturing the offer to purchase in Alchemy from the offer to purchase, listing form and mandate;
• Obtain the deposit slip or confirmation of deposit;
• Manage bond details if a bond is obtained;
• Manage any amendments to offers or cancellations;
• Verification of banking details;
• Reporting and regular engagement with the branch manager so that they are aware of any offers that are converted or cancelled;
• Where PGP has been instructed to attend to certificates of compliance, order inspections, obtain relevant certificates and forward to conveyancing attorney;
• Capturing of sales once all the suspensive conditions have been met;
• Obtain confirmation of commission payment;
• Management of outstanding sales and reporting on these monthly, including the expected monthly banking detailing the sales due for registration in the current month;
• Download the expected banking report, detailing the sales due for registration in the current month;
• Processing of commission reports.

Key Competencies

• Methodical, excellent attention to detail and the ability to follow process;
• 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

• Matric
• Paralegal and previous conveyancing experience is essential;
• Familiar with and experience in the conveyancing process is a non-negotiable requirement;
• Previous real estate experience or working in a real estate environment is important.

Knowledge & Skills Required

• Strong computer literacy skills with the ability to learn online processes and systems;
• Good interpersonal skills and a service orientation.