Conveyancing Paralegal Job at Adams & Adams

Job Purpose

• To independently manage conveyancing transactions—including bonds, transfers, cancellations, notarial deeds, and land development matters—from instruction to registration. The role ensures accurate preparation of legal documents, efficient workflow management, regulatory compliance, professional stakeholder communication, and delivery of high‑quality, timely registrations that support the effectiveness of the conveyancing department.

Key Skills, Knowledge and Competencies

• Thorough understanding of conveyancing processes, including bonds, transfers, cancellations, and notarial matters.
• Strong ability to interpret loan conditions, title conditions, deeds office records, and Surveyor General diagrams.
• Proven capability to manage conveyancing files independently from instruction to registration.
• High level of accuracy in drafting conveyancing documents, including transfer docs, bond docs, powers of attorney, waivers, resolutions, and notarial deeds.
• Excellent written and verbal communication skills, with the ability to interact professionally with clients, banks, linked attorneys, councils, and managing agents.
• Strong organisational skills with the ability to manage high-volume workloads and meet tight turnaround times.
• High attention to detail and meticulous checking of documentation to ensure compliance with deeds office requirements.
• Proficiency in LexisConvey, WebConvey, Stordoc, L@W/E4, and Microsoft Office (Word, Outlook, Excel).
• Ability to resolve queries efficiently, interpret compliance requirements, and proactively prevent delays in the registration process.
• Demonstrated ability to work independently and collaboratively within a legal team environment.
• Strong interpersonal skills, with a client‑centric approach to communication and service delivery.
• Ability to work under pressure and manage competing priorities effectively.

Key Responsibilities

• Manage conveyancing transactions independently from file opening through to successful registration at the deeds office.
• Attend to inception duties including acknowledging instructions, interpreting loan and title conditions, and performing deeds office searches.
• Prepare loan documents for signature and draft all required conveyancing documents including powers of attorney, servitudes, waivers, resolutions, and conveyancer’s certificates.
• Attend to property transfers, land development applications, and the preparation of notarial deeds.
• Liaise professionally with clients, bankers, estate agents, managing agents, councils, and linked attorney firms.
• Provide weekly progress reporting to stakeholders and maintain proactive communication throughout the lifecycle of the matter.
• Prepare lodgement documentation and coordinate all lodgement arrangements with the deeds registry.
• Ensure all suspensive and administrative conditions are fulfilled for registration within agreed turnaround times.
• Attend to all financial aspects of transactions, including drafting final accounts, reconciling costs and disbursements, and resolving client or attorney accounting queries.
• Maintain accurate records and ensure compliance with deeds office regulations, bank conditions, and statutory requirements.
• Manage high-volume workloads and prioritise matters effectively to meet deadlines and service expectations.
• Resolve administrative and process delays by liaising with relevant parties and escalating when necessary to ensure timely registration.

Education

• Matric / Grade 12, required.
• Secretarial Diploma, required.
• Additional conveyancing‑related courses in property law or legal practice are advantageous.
• Typing proficiency of 45+ words per minute is required.

Experience

• Minimum 7+ years’ experience handling conveyancing matters, including bonds and transfers, within a legal or conveyancing environment.
• Ability to manage files independently from inception to registration.
• Experience preparing all core conveyancing documents, including notarial deeds, servitudes, and complex transfer requirements.
• Experience with commercial bond registrations is advantageous.
• Proficiency in legal/conveyancing systems such as LexisConvey, WebConvey, Stordoc, and L@W/E4.
• Experience working within high-pressure, high-volume environments with strict turnaround times.
• Clear criminal and ITC checks preferred for legal compliance.

Job Specific Competencies

• File Management & Ownership
• Accuracy & Compliance
• Client Service Excellence
• Document Drafting Expertise
• Operational Efficiency
• Communication & Relationship Management
• Problem‑Solving & Process Improvement