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10 Sep 2018

Conveyancing/real Estate Secretary

Cliffe Dekker Hofmeyr – Posted by admin Johannesburg,

Job Description

Company Name: Cliffe Dekker Hofmeyr
Job Category: Support
Job Location: Johannesburg, Gauteng, South Africa
Job Reference: ConvSec-Aug2018-JHB

QUALIFICATIONS AND EXPERIENCE

  • Matric/Grade 12
  • A paralegal, secretarial, or administrative diploma in conveyancing would be advantageous
  • At least 10 – 15 years’ experience with attending to bond registrations, bond cancellations and transfers.
  • Should be proficient in Ghostconvey, Lotus Notes and AJS

GENERAL ADMINISTRATION AND CORRESPONDANCE

  • Receives and screens telephone calls and resolves queries.
  • Arrange appointments and parking for clients and book boardrooms and arrange the same if consultation is at the client’s premises.
  • Meeting & signing conveyancing documents with end users (some senior secretaries are commissioners of oath).
  • Check and update diary daily and have diarised files drawn
  • Check each files balance on AJS and ensure files are placed on fee earner’s desk and report on balances.
  • Maintains the team’s filing system (Opening, Closing, Updating and Archiving of Files).
  • Complete FICA documentation when opening files and ensure documents are handed to the FICA office.
  • Ensure that files and documents to be copied or faxes received are uplifted from the relevant tray and copies are made as required by the fee earner
  • Ensure all copies are captured on file site and return copies and original documents to the fee earner
  • Ensure documents are bound as required by the fee earner
  • Determines need for, requisitions stationery supplies, and/ensures that repair and maintenance services are completed as required.
  • Performs the most complex, administrative, legal, secretarial activities, which may be highly confidential, and sensitive, for the director and legal division.

PREPARATION OF AGREEMENTS AND OTHER LEGAL DOCUMENTS

  • Draft all correspondence, deeds documents and fully utilising the conveyancing packages in accordance with the firm’s house style conventions as well as the firm’s precedent bank
  • Draft formal letters, memoranda and reports using knowledge of work area instructions and guidelines.
  • Proofreads and correct all prepared documents with due regard to speed, grammar, punctuation and accuracy
  • Arranging lodgement and registration after obtaining all necessary consents
  • Liaising with outside conveyancing firms on simultaneous transactions.
  • Informing clients of registration progress reports
  • Obtaining correct info relevant to the matter from client
  • Obtaining deeds office printouts in respect of every transaction and checking for interdicts and endorsements.
  • Tracking matters in the deeds office on a daily basis and signing off the daily deeds preparation list for registrations.
  • Managing the application for and obtaining all required supporting documents for lodgement, depending on the transaction (e.g.: Municipal clearance figures, and transfer duty receipts).
  • Responds to written and electronic queries with the assistance of the conveyancer, regarding the process of registration and checking for endorsements and restrictive title deeds.
  • Is able to compile non-standard correspondence as required.
  • Attaches incoming correspondence to case file and related materials needed for action.
  • Assembles and summarizes information from files, newspapers, bulletins, journals, documents, and other available resources for use by the conveyancer, staff, or others.
  • Makes recommendations for improving efficiency and economy of existing operations.
  • Briefs Conveyancer on matters to be considered before staff meetings and on problems and issues affecting the Conveyancer’s area of responsibility.
  • Establishes and revises forms, procedures, formats, and standards for office correspondence.

ACCOUNTS AND DEBTOR ADMINISTRATION

  • Draft accounts as per fee earners agreements
  • Manages the invoicing, billing and debt administration process for the conveyancer – full account management (Reconcile fees, disbursements, and payments of files. Utilising the AJS system and report all problems to the fee earner before generating the invoice.
  • Post invoices to clients with appropriate covering letters
  • Arrange for fee reversal as requested reporting back to fee earner regarding the results
  • Receive and allocate invoices from third party service providers such as correspondents, couriers, electrical and contractors 
  • Assists the conveyancer with time recording and also records their own time.
  • Print out WIP by Fee Earner and WIP by file owner statements and place on file in the conveyancer’s office.
  • Ensuring that all fees and disbursements are collected prior to registration.
  • Attend to Audit Requests and conflict checks as requested by Conveyancer.
  • Identify and follow up on outstanding invoices with reference to the yellow file on a monthly basis and report to fee earner.
  • Contacting the debtor regarding outstanding balances as instructed by Conveyancer
  • Liaise with accounts department regarding receipt of payments, payment of invoices and trust funds.
  • Delete all obsolete WIP as indicated on monthly WIP as per Fee Earner instructions
  • Attending to all financial aspects of the property transaction.

KNOWLEDGE, SKILLS, AND ABILITIES

  • Proficiency with MS Office package including MS excel and the CDH systems and procedures (AJS, File Site, Housetyle etc.)  at a senior level.
  • Excellent typing skills
  • Good verbal and written communication skills
  • Knowledge of accounting principles
  • Good telephone and email etiquette
  • Ability to exercise discretion and maintain confidentiality
  • Prioritising and organising skills
  • Ability to follow complex instructions and/or guidelines as appropriate in the performance of support activities

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