Conveyancing secretary duties and responsibilities will include:
Transfers, Full Title, Sectional Title, deceased estates, insolvent estates
Subdivisions
Sectional Title Registers and Opening of Townships
Bonds and cancellations (when on bank panels)
Ghostconvey, Ghost Practice; Searchworks, Windeed, SARS E Filing
Cancellations
Antenuptial Contracts

General Conveyancing
General Personal Assistant Duties to conveyancing partners
FICA Compliance Officer
Liaise with Private Property clients and draft Offer to Purchase, as well as assist prospective purchaser and seller with negotiations (if required)
Opening of files
Liaison with clients and Estate Agents
Initial Letters as well as requesting of all relevant figures
Follow up on bond approvals and figures
Drafting of documents and pro-forma statements
Arranging appointments with clients (when partners not available)
Invest deposits at Investec Corporate Money Market Accounts (with partners)
Filing of FICA Documents on FICA System and reporting of suspicious transaction to Financial Intelligence Centre
Obtaining Transfer Duty Receipts via e-filing
Electronic Payments to City Councils for Clearance Certificates
All related correspondence on transfer files with regards to guarantees, queries etc.
Arrange lodgement
Typing of Final Finances and final accounts
Electronic payments to clients
Delivery of Deeds

BONDS – (When Applicable):
Electronic systems; FNB, Standard Bank, Nedbank, Investec and Absa download of instructions and messages
Opening of new files
Liaise with banks and customers
Requesting guarantee requirements on new bonds and title deeds on further bonds
Follow up and answer all correspondence
Drafting of documents (Ghostconvey or applicable bank related software systems) & pro-forma statements
Updating of Milestones
Arrange appointments for signature
Bank checks and send signed documents to be sent to the bank to obtain proceeds
Arrange Lodgement
Check all bond files for compliance to Bank's conditions in order to register
Advise banks and clients of registration
Send documents within turnaround time
Monitor turnaround times with Banks, follow up on outstanding conditions / documents / lodgements to conform to SLA's standards
Delivery of security documents to banks
Finalisation of Ghostconvey systems and / or specific bank related software systems

CANCELLATIONS (when Applicable):
Request figures on software system
Open files
Request title deeds from Bank
Request guarantees & signature of refund
Drafting of consent to cancellation as well as pro-forma statement
Liaise with transfer / switch bond attorneys
Update Milestones on Software system
Receive guarantees, check finances and arrange lodgement
Request final figures on prep, check finances and proceed to register
Update Software system on registration and send refund details.

GENERAL CONVEYANCING :
Drafting of Notarial Documents i.e. Antenuptial Contracts, Notarial Cessions, Servitudes etc
Opening of Sectional Title Registers
Developments
Estate Transfers
Liaise with correspondents, arrange lodgements and give necessary feedback;
Tend to updates of Ghostconvey
Conducting deeds office searches
Do-Comply arrange and upload all required documents
Attend road shows/seminars of banks (when applicable)
Problem solving on problematic transactions

GENERAL DUTIES:
Liaise with clients
Screen telephone calls to Partners
Liaise with banks' attorneys liaison officers
Decision making with regards to daily responsibilities
Receiving e mails and correspondence, attending to the matters relating to incoming correspondence, answer all incoming queries
Training of new conveyancing personnel
Corporate Saver investments for Estate Department;
Arranging of appointments for Partners
Booking of flights and hotel stay for Partners
Typing of Partners’ personal correspondence (when required)
Setup and upkeep of Company's LinkedIn and Website pages (with assistance of website designer)
Assisting partners with general duties related to admin of Firm i.e. disclaimers on emails, etc.
Maintaining client relationships
Staying up to date with updates on new computer software and changes to legislation
Attending training; and
Developing a filing system and a diary system for all matters
Assist Litigation partners as and when required