The Conveyancing Secretary will provide administrative support to the various parties to the sales transaction during the pre – sales and after-sales process, from signature of the offer to purchase to registration of the property and the receipt and payment of commission.
This includes but is not limited to –
- Obtaining, collating and uploading supporting documentation,
- Checking, confirming and verifying information, screening of clients
- Uploading the sale onto Alchemy, Initiating and instructing processes, and
- Communicating, noting and reporting on the progress of the sale on Alchemy.
- Oversee data captured by agents & administrators
- Complete the Sales Input Forms from the Offer to Purchase, listing form and mandate up to and including the Contract Information, and sign the SIF confirming that FICA is completed including commission, referral and GOLD Club information
- Liaise with attorneys, seller and buyer regarding OTP, deposits, bond quotation, inspections and any other information deemed necessary
- Reporting and regular engagement with the branch manager so that they are aware of any offers that are converted or cancelled
- Prepare all documents to attorney’s necessary to complete conveyancing process
- Assist agent with drafting of documents or addendums where necessary
- Maintain and update suspense and actual sales registers
- Ensure that proper records maintained in order to comply with statutory requirement before registration takes place
- Check the SIF to ensure that all the information is complete and accurate, including commission calculations and referral information
- Ensure all commission received have been allocated accordingly.
- All payments to involved are completed accurately and timeously
- Confirm that the manager has checked and signed the sale agreement & SIF’s.
- Ensure that the OTP is captured on Alchemy and note any suspensive conditions if any on the OTP.
- Check all referrals on the clients before processing the OTP.
- Ensure all documentation received with the OTP is uploaded onto alchemy.
- Prepare and send letters to the conveyancing attorney, buyer and seller attaching a copy of the offer to purchase, mandatory disclosure document, annexure and addendums.
- Send a letter to the purchaser and Ooba attaching a copy of the offer to purchase mandatory disclosure document, annexure and addendums (Not commission addendum)
- Prepare weekly and monthly reports to Branch, finance showing outstanding sales, expected banking, commission statements, OOBA bond commission and Agent commissions
- Methodical, excellent attention to detail and the ability to follow process;
- Strong computer literacy skills with the ability to learn online processes and systems;
- Good interpersonal skills and a service orientation;
- The ability to work independently, make own decisions and use own initiative when required;
- Approachable, confident and friendly demeanor;
- The ability to prioritise, work within deadlines and be solution-focused;
- Familiar with and experience in the conveyancing process is a non-negotiable requirement;
- Previous real estate experience or conveyancing experience in a legal firm will be advantageous.
- Matric
- Secretarial or Legal Secretarial Diploma advantageous;
- At least 3 – 5 years experience in connveyancing administration
- Previous real estate experience or working in a real estate environment is important.
- Stong computer literate – Microsoft office, Power Point, Excel & Internet and knowledge of Alchemy will be a strong advantage.
- Knowledge of conveyancing process
