Conveyancing Secretary

Dixie Recruitment; Durban; On-site; ZAR 180,000 - 300,000; Full time

Benefits offered by this job

Medical Aid and Provident Fund

Annual bonuses

Job summary

Dixie Recruitment is seeking an experienced Conveyancing Secretary for a reputable Durban law practice. The role focuses on managing conveyancing matters from start to finish, handling mortgage bonds for commercial and residential clients, and ensuring strict FICA compliance.

You will coordinate diary management, liaise with banks and clients, and maintain accurate documentation using Lexis Convey and e4. Strong admin support and communication are essential in this client-focused environment.

Qualifications

• Grade 12 certificate and secretarial qualification are required.
• Secretarial diploma or certificate preferred.

Responsibilities

• Manage conveyancing files from inception to closure.
• Handle mortgage bond instructions with standard security documentation for South African banks.
• Liaise with banks, consultants and transacting parties to deliver professional service.
• Manage mortgage bond cancellations and prepare consents to cancel.
• Oversee file opening/closing on the management system and ensure FICA compliance.
• Coordinate diary management and meetings and provide administrative support.
• Oversee archiving, document collation and distribution per house style.
• Produce accurate documentation using Lexis Convey, e4 and electronic document management systems within set timelines.
• Support client liaison functions and handle challenging situations with tact.
• Ensure new matters comply with FICA and proper fee procedures.
• Proactively monitor unbilled disbursements and manage client accounts.

Skills

Typing

Microsoft Office

Telephone etiquette

Communication skills

Education

Grade 12 certificate

Secretarial diploma or certificate

Tools

RE4

RPE

Lexis Convey

e4

Building

Job description

Join a reputable legal practice that prides itself on a collaborative team environment and a client-focused approach. This is an excellent opportunity for a seasoned Conveyancing Secretary to bring their expertise to a well-established organization committed to professional excellence.

Where You'll Make an Impact:

• Manage conveyancing files from inception to closure, ensuring smooth and efficient processes.

• Handle commercial and residential mortgage bond instructions with thorough knowledge of conveyancing procedures and standard security documentation used by South African banks.

• Liaise with banks, consultants, and transacting parties to deliver result-driven, impeccable service.

• Manage mortgage bond cancellations, including preparing consents to cancel and checking guarantees.

• Oversee file opening and closing on the management system, ensuring compliance with FICA regulations.

• Coordinate diary management and meetings, while providing effective administrative support across the practice.

• Oversee archiving, document collation, and distribution, ensuring adherence to house style and formats.

• Utilize platforms such as Lexis Convey, e4, and electronic document management systems to produce accurate documentation within set timelines.

• Support client liaison functions internally and externally, handling challenging situations with tact and professionalism.

• Ensure all new matters comply with FICA, and follow proper procedures for file management and fee collection.

• Proactively monitor unbilled disbursements and manage client accounts effectively.

Requirements:

• Grade 12 certificate along with a recognized secretarial diploma or certificate.

• A minimum of 8 to 10 years of relevant conveyancing experience.

• Proficiency in typing, Microsoft Office, RE4, RPE, and Building.

• Excellent telephone etiquette and communication skills.

• Sound understanding of legal and real estate industry processes.

Familiarity with the following is advantageous:

• Building industry procedures

• Advanced document management systems

What We'll Give You:

• Medical Aid and Provident Fund contributions

• Annual bonuses