Senior Transfer Secretary

Frogg Recruitment; Boksburg; On-site; ZAR 420,000 - 660,000; Full time

Job summary

Frogg Recruitment in Boksburg is seeking a Senior Transfer Secretary to manage the full transfer lifecycle, from instruction to final registration and post-settlement accounting.

The ideal candidate will have deep conveyancing expertise across estate agent transfers, sheriff transfers, and deceased estate transfers, with strong communication and organizational skills to liaise with clients, banks, and the Deeds Office. A valid driver's license is essential.

Qualifications

• Minimum 5–8 years’ experience in conveyancing transfers.
• Extensive knowledge of estate agent transfers, sheriff transfers, and deceased estate transfers.
• Proficient with GhostConvey or LexisConvey.

Responsibilities

• Take full ownership and manage the end-to-end transfer process from initial instruction through to final registration and archiving.
• Review Agreements of Sale, Deeds of Sale, and title conditions to identify and monitor suspensive conditions, special conditions, and potential legal hurdles.
• Ensure strict compliance with FICA regulations by collecting, verifying, and validating all statutory identification and supporting documentation.
• Draft standard transfer documentation using conveyancing software (GhostConvey / LexisConvey), including Powers of Attorney, Declarations, and Affidavits.
• Process deceased estate transfers, including liaising with Executors, obtaining Master's Consent, and drafting required estate papers.
• Process sheriff transfers (sales in execution), including reviewing court orders and liaising with the Sheriff.
• Liaise continuously with estate agents to track deal milestones and secure commission documentation.
• Submit applications for Rates Clearance, SARS eFiling Transfers, and HOA consents.
• Prepare statements of account for Purchasers and Sellers and reconcile transfer batches for lodgement.
• Monitor Deeds Office tracking stages and resolve examiner notes promptly.
• Provide milestone updates to buyers, sellers, agents, mortgage originators and banks.
• Attend to post-registration requirements including disbursement of proceeds and archiving.

Skills

Conveyancing

Communication

Organization

Independent work

Driver's license

Education

Matric

Conveyancing qualification

Tools

GhostConvey

LexisConvey

Job description

Senior Transfer Secretary position available in Boksburg.

An established and reputable legal practice based in Boksburg, Johannesburg, is seeking an experienced, proactive, and meticulous Senior Transfer Secretary to join their dynamic conveyancing department.

You will take full ownership of managing a diverse and high-volume caseload of property transfers from initial instruction through to final registration and post-settlement accounting. The ideal candidate must possess deep technical conveyancing expertise—specifically in navigating conventional estate agent transfers, complex deceased estate transfers (including Master's Office procedures), and high-pressure sheriff transfers (sales in execution).

This is a fast-paced environment that requires exceptional problem-solving abilities, high attention to detail, and outstanding relationship-building skills to liaise effectively with clients, estate agents, executors, banks, and the Deeds Office. If you are a seasoned conveyancer who thrives on managing transactions seamlessly from start to finish, we encourage you to apply.

Minimum Requirements:

• Matric with relevant qualification an advantage
• Minimum 5 – 8 years’ experience in conveyancing transfers
• Extensive knowledge of estate agent transfers, sheriff transfers, and deceased estate transfers
• Ability to liaise with clients, executors, banks, and the Deeds Office efficiently
• Strong proficiency in GhostConvey, LexisConvey, or similar conveyancing software
• Excellent communication and organizational skills
• Ability to work independently and manage high volumes of transactions
• Own vehicle and valid driver's license

Key Responsibilities:

• Take full ownership and manage the end-to-end transfer process from initial instruction through to final registration and archiving.
• Review Agreements of Sale, Deeds of Sale, and title conditions to identify and monitor suspensive conditions, special conditions, and potential legal hurdles.
• Ensure strict compliance with FICA regulations by collecting, verifying, and validating all statutory identification and supporting documentation.
• Draft all standard transfer documentation accurately using conveyancing software (GhostConvey / LexisConvey), including Powers of Attorney, Declarations, and Affidavits.
• Process specialised deceased estate transfers, including liaising with Executors, obtaining Master's Consent (Section 42(2) endorsements / Section 18(3) directions), and drafting required estate papers.
• Process sheriff transfers (sales in execution), including reviewing court orders, liaising with the Sheriff of the Court, and ensuring compliance with relevant statutory rules.
• Liaise continuously with estate agents to track deal milestones, meet contract conditions, and secure commission documentation.
• Apply for, follow up on, and obtain municipal Rates Clearance Figures, Rates Clearance Certificates, and valuation certificates.
• Submit applications and secure Transfer Duty Receipts or Exemption Certificates via SARS eFiling.
• Apply for and obtain required consents from Homeowners Associations (HOAs), Bodies Corporate, and Managing Agents.
• Request cancellation figures from existing bondholders, and request, track, and verify guarantees from bond registration attorneys.
• Draft, reconcile, and issue accurate preliminary and final Statements of Account for both Purchasers and Sellers.
• Collate, check, and prepare transfer batches for lodgement, coordinating simultaneous lodgements with linked Bond and Bond Cancellation attorneys.
• Monitor files through all Deeds Office tracking stages and promptly resolve any examiner notes or queries during the "Prep" phase.
• Provide proactive, regular milestone updates to buyers, sellers, agents, mortgage originators, and financial institutions.
• Attend to all post-registration requirements, including the disbursement of proceeds, settlement of municipal rates, payment of agent commissions, delivery of title deeds, and final file archiving.