Conveyancing Assistant

Mallory Pryce; Newsham; On-site; GBP 21,000 - 32,000; Full time

Job summary

Mallory Pryce is seeking an organised and experienced Conveyancing Assistant to provide high-quality administrative and legal support within a busy property team. You will work closely with conveyancers, clients, estate agents, mortgage lenders and other external contacts across a varied residential caseload.

The successful candidate will combine strong administrative and communication skills with excellent attention to detail and a good understanding of conveyancing procedures.

Qualifications

• Minimum 1 year of experience as Conveyancing Assistant or Paralegal.
• Experience supporting fee earners within a residential property team.
• Good understanding of conveyancing terminology and procedures.
• Excellent written and verbal communication, professional client-focused approach.
• Strong organisational skills with the ability to manage multiple matters and deadlines.
• High level of attention to detail and confidentiality.

Responsibilities

• Provide administrative and conveyancing support across residential and commercial property transactions.
• Open, close and update client and matter files in the case management system.
• Prepare, format, proofread and amend conveyancing documents and completion statements.
• Assist with contract packs, title documents, property information forms, plans and lease documentation.
• Order, obtain and organise property searches and review results.
• Review searches and information, escalating issues to the fee earner.
• Request and collate information from clients, estate agents, mortgage lenders and other contacts.
• Handle calls, emails and correspondence professionally and promptly.
• Maintain accurate digital and paper files in line with firm procedures.
• Support progression of transactions, monitoring milestones and deadlines.
• Assist with conveyancing enquiries and post-completion tasks including Land Registry filings.

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 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 and commercial 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 as a Conveyancing Assistant/Paralegal for minimum 1 year

• Experience supporting fee earners within a residential property team, solicitors' firm, legal department or professional services environment.

• Good understanding of conveyancing terminology and procedures, including property searches, contract packs, title documents, enquiries, exchange, completion and post-completion work.

• Excellent written and verbal communication skills, with a professional, helpful and client-focused approach.

• Strong organisational skills and the ability to manage multiple property matters, deadlines, priorities and stakeholders accurately.

• 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 elevate issues appropriately while following instructions and established procedures.

• Reliable, adaptable and collaborative approach

• Commitment to maintaining confidentiality, delivering excellent client service and supporting the efficient operation of the property team.