Conveyancing Secretary

Malaysian Bar; Kajang; On-site; MYR 56,000 - 78,000; Full time

Job summary

Malaysian Bar is seeking a Senior Conveyancing Clerk to support a Lawyer in preparing, reviewing, and managing conveyancing files, including sale and purchase agreements and loan documents. The role involves drafting letters and standard documents, maintaining strict filing systems, and monitoring deadlines with timely follow-ups.

The candidate should have 3–5 years of conveyancing experience and be adept at liaising with clients and banks to obtain required documentation.

Qualifications

• Minimum 3–5 years experience in conveyancing.
• Excellent handling of case files, deadlines, and document assembly.

Responsibilities

• Support Lawyer in preparing, reviewing, and managing conveyancing files (sale/purchase agreements, loan docs).
• Prepare and draft letters, forms, and standard conveyancing documents for clients and counterparties.
• Ensure proper filing, indexing, and safekeeping of documents per firm policies.
• Maintain records of deadlines and follow-up actions.

Skills

Conveyancing expertise

File management

Job description

1. 1. File Management & Documentation
   • (a) Support and assist the Lawyer in preparing, reviewing, and managing conveyancing files including sale and purchase agreements, loan documentation, and related instruments.
   • (b) Prepare and draft letters, forms, and standard conveyancing documents for execution by clients and counterparties.
   • (c) Ensure proper filing, indexing, and safekeeping of conveyancing documents in compliance with the Firm’s filing policies and systems.
   • (d) Maintain and monitor accurate records of deadlines and follow up actions.
2. 2. Client & Stakeholder Liaison
   • (a) Communicate with clients, banks, developers, and solicitors to obtain and provide necessary documentation.
   • (b) Attend to clients’ queries and provide pro-forma invoice / estimated costs, updates on the progress of transactions under supervision of the Partner / Lawyer.
   • (c) Coordinate, liaising and following up with government authorities (e.g., Land Offices, Stamp Offices, Registrar of Titles) for searches, filings, registrations and etc.
   • (d) Assist in preparing checklists and progress reports for conveyancing transactions as requested by the clients or as directed by the Partner / Lawyer.
3. 3. Compliance & Regulatory Duties
   • (a) Conduct land searches, bankruptcy searches, and other due diligence checks as required.
   • (b) Ensure compliance with statutory requirements, professional rules, and timelines for stamping, registration, and reporting.
   • (c) Monitor deadlines for payment of stamp duty, quit rent, assessment, and other statutory obligations.
4. 4. Supervisory & Support Functions
   • (a) Report to and assist the Partner/Lawyer in charge with updates, compliance checks, and file status.
   • (b) Perform such other related duties as may reasonably be assigned from time to time, consistent with the position of Senior Conveyancing Clerk.

Qualifications and Requirements

• Preferably a candidate with min. 3 to 5 years experience.
• Remuneration will be based on the experience of the candidate.