Introduction

My client is a Law Firm with a national footprint seeking to fill a vacancy in their Pretoria office.
They are looking for a dynamic, well-spoken Conveyancing secretary who can manage communication, administration and finance tasks and duties.


Minimum requirements:

Matric
Experience in a legal environment

Job Specification:

Communication
• Communication of messages, urgent faxes and/or communication to Director and Associates
• Attends to all verbal, dictated and written instruction as per director and associates
• Communicate with agent, seller, purchaser, local authority, SARS, body corporate, Home Owners Associate, correspondence simuls ie: bond attorney and cancellation attorney.
• Give written instructions to the accounts department, to pay accounts such as agents, sheriffs and personal refunds

Administration
• Typing of correspondence, documents and affidavits
• Opening of files, drafting of documents, apply for rates clearance figures,e-filing(SARS),payment and obtaining levy figures, rates & taxes, VAT/transfer duty, diarising of files, following up on outstanding documents, arrange meetings with clients and arrange for signing documents. keeping clients informed and updated. Giving effect to conditions in Offer to Purchase and other contracts
• Receive file and contact attorney, Financial institution and client
• Peruse Title deed conditions and give effect thereto if necessary
• Regular Mavis updates
• Regular feedback to all parties involved
• Request necessary documents such as the draft deeds and guaranteed requirements
• Schedule meeting with clients in order to obtain the necessary signatures
• Send Mavis report to Directors
• Diarise and follow up on files
• Typing of translations and hand written notes, when necessary
• Typing of memos as requested
• Photocopying of all relevant documentation
• Fax documentation on instruction
Finance
• Receive queries on LMS and provide feedback
• Assist with cheque requisitions and receipts after payments
• Invoicing to clients as well as reconciliations thereof in the case of deposit paid
• Issue disbursement accounts to clients
• Check unidentified payments and capturing when relevant
• Secure purchase price, i.e.: deposit and guarantees, payment of local authority and SARS, body corporate, Home Owners Association, agents, sellers and other 3rd parties. Reconciliation of finances
• Check and follow up on outstanding fees and disbursements
• Receive queries on LMS and provide feedback
• Assist with cheque requisitions and receipts after payments
• Invoicing to clients as required
• Issue disbursement accounts to clients
• Check and follow up on outstanding fees and disbursements
• Receive queries on LMS and provide feedback
• Assist with cheque requisitions and receipts after payments
• Invoicing to clients as required
• Issue disbursement accounts to clients
• Check and follow up on outstanding fees and disbursements
Bonds
• Acknowledge instruction via Ghost Convey
• Request conveyancing administrator to open file on LMS and MAVIS
• Print documents and contact clients to come and sign
• After client signed documents go through documents that docs are correctly signed and that FICA documents are in order
• Transfer attorneys to arrange for lodgement
• On lodgement notify client, bond originator, agent of lodgement
• Follow up on payment of fees
• Pay initial fee and post fees
• Await deeds documents from deeds office
• On delivery of deeds send to institution
• On delivery of deeds send to institution
• Make sure that LMS is "0" balance and request that the file must be closed
• Drafting of following documents:
*Deeds of Transfers, Certificate of Registered Title, Subdivisions, servitudes, Township and Sectorial Title establishment, diverse transactions ie.Section 4(1) (b),Section 17(4), Section 68(1), Regulation 68(1), Section 45(1), Section 45(bis), Section 24(bis), Section 58(2) and others. Sectional Title transactions and cessions
Administration
• Typing of correspondence, documents and affidavits
• Typing of memos as requested
• Calculation of prepared figures and guarantee pay-outs
• Follow AOD Process, when needed
• Photocopying of all relevant documentation
• Fax documentation on instruction
• Filing of all correspondence on the file
• Capturing of new files
Following Processes
• Consent to Cancellation (when firm is authorised via a POA to sign);
• Consent to registration of a further / second bond (Non-prejudice clauses);
• Consent to ART section 4(1)b;
• Regulation 68(1) when document has been misplaced;
• Regulation 68(11);
• Regulation 68(2);
• Transfer of Assets Affidavit (in cases where assets were transferred from one bank to another);