Conveyancing Assistant

Mallory Pryce; Guildford; On-site; GBP 24,000 - 31,000; Full time

Job summary

Mallory Pryce is seeking an organised Conveyancing Assistant to provide high-quality administrative and legal support within a busy property team. You will work closely with conveyancers, clients, estate agents and mortgage lenders on a varied residential caseload to ensure efficient delivery of legal services.

The role requires strong administrative abilities, clear communication and meticulous attention to detail, with duties spanning file management, document preparation, searches and

Qualifications

• At least 6 months of experience in a legal environment.
• Excellent written and verbal communication with a professional client focus.
• Strong organisational skills and attention to detail.

Responsibilities

• Provide comprehensive administrative and conveyancing support to fee earners across residential property transactions.
• Open, close and update client and matter files with accurate information in the case management system.
• Prepare, format, proofread and amend conveyancing documents and related materials.
• Assist with contract packs, title documents, property information forms and lease documentation.

Skills

Administrative support

Conveyancing knowledge

Client communications

File management

Attention to detail

Team collaboration

Tools

Case management system

Microsoft Office

Document management software

Job description

We are seeking an organised and experienced Conveyancing Assistant to provide high-quality administrative and legal support within a busy property team. This role offers the opportunity to work closely with conveyancers, clients, estate agents, mortgage lenders and other external contacts across a varied residential property caseload while contributing to the efficient delivery of legal services.

The successful candidate will combine strong administrative and communication skills with excellent attention to detail and a good understanding of conveyancing procedures. They will support fee earners with file management, client correspondence, property searches, contract documentation, exchange and completion administration and post-completion work while maintaining confidentiality and professional standards.

Key responsibilities

• Provide comprehensive administrative and conveyancing support to fee earners across residential property transactions.
• Open, close and update client and matter files, completing relevant checks and maintaining accurate information on the firm's case management system.
• Prepare, format, proofread and amend conveyancing documents, correspondence, reports, completion statements and other legal materials.
• Assist with the preparation and review of contract packs, title documents, property information forms, plans, lease documentation and supporting papers.
• Order, obtain and organise property searches, including local authority, drainage and water, environmental and other relevant searches.
• Review search results and supporting information, identifying outstanding matters and escalating potential issues to the relevant fee earner.
• Request and collate information from clients, estate agents, mortgage lenders, brokers, managing agents, freeholders and other external contacts.
• Handle telephone calls, emails and written correspondence professionally, ensuring client and third-party enquiries are dealt with promptly or referred appropriately.
• Maintain accurate digital and paper-based files, ensuring documents are saved, organised, indexed and retained in accordance with firm procedures.
• Assist with the progression of property transactions by monitoring enquiries, replies, mortgage offers, searches, reporting requirements and key deadlines.
• Assist fee earners with raising, responding to and tracking conveyancing enquiries, ensuring outstanding information is followed up effectively.
• Prepare completion statements, financial information and completion documentation, liaising with the legal accounts team and relevant parties as authorised.
• Support exchange and completion administration, including confirming readiness, arranging the release and receipt of funds, notifying relevant parties and updating case records.
• Assist with post-completion matters, including Land Registry applications, Stamp Duty Land Tax forms, registration requirements and final file administration.
• Maintain confidentiality and comply with professional standards, anti-money laundering requirements, data protection obligations, information security procedures and the firm's policies.
• Work effectively as part of a collaborative property team, contributing to a high standard of client service, communication and operational efficiency.

Key skills and experience

• Previous experience working in a legal environment for at least 6 months.
• Excellent written and verbal communication skills, with a professional, helpful and client-focused approach.
• Strong organisational skills
• High level of attention to detail, with strong document preparation, proofreading, administration and file management skills.
• Confident using case management systems, document management software, Microsoft Office and other administrative systems.
• Ability to work independently, use initiative and escalated issues appropriately while following instructions and established procedures.
• Reliable, adaptable and collaborative approach.