Legal PA / Conveyancing Secretary - Lexapro - Johannesburg

Legal PA / Conveyancing Secretary – Lexapro – JHB

Minimum requirements:

• Fully bilingual – English & Afrikaans
• Minimum 10 to 15 years’ experience in conveyancing
• Must have experience working in Lexapro

Job Description –

Conveyancing Secretarial Services -

Emails and printing -

The information email must be saved on the office laptop so that you can directly send these emails out to the relevant parties and CC conveyancer

This should streamline work and allow you to co-ordinate the entire transfer process without any delay in receipt of mails

Initial Letters -

The initial letters must be tailored to each transaction

These letters must be double checked before sending

For instance removing gas compliance certificates from the body of the letters or changing cash to bond or changing the file number at the bottom of the page etc.

The new FICA requirements for the purchasers must be incorporated into the letters for seller and purchaser

A list of changes must be communicated as soon as possible to all relevant parties.

The initial letters must be prepared and sent in an email

One for seller (see annexure A1 and A2 for draft email template )

One for purchaser (see annexure A3 and A4 for draft email template )

One for estate agent (see annexure A5 and A6 for draft email template)

Emails to seller and purchaser are to include the POPI and FICA forms (forms attached to email)

The entire transfer process must be co-ordinated

From the OTP all important dates must be diarised

Emails must then be sent to conveyancer with the deadlines

Eg. Deposit to be paid by | Bond grant by | Registration not before

These dates must then be placed on the matter summary on lexis

Conveyancer’s need reminders of deadlines that are coming up with draft emails to the parties concerned with the deadline

The file covers and information must be updated and completed

Bond approval -

As soon as confirmation of bond approval is received, you need to co-ordinate the transfer so that the registration takes place as fast as possible in accordance with the offer to purchase

Bond Cancellation -

All emails to bond cancellation attorney is to be sent by you from the information email

Levies and management agents -

All requests for clearance figures and arranging the levy clearance certificate is to be sent by you from the information email

You will inform conveyancer when and where the levy clearance certificate must be collected from and you will attend to collection

RCS -

You need to co-ordinate and check RCS

As soon as figures come in either send them to the sellers on email or present to them at the appointment to ensure that the payment of the figures comes in, and if Sellers elect to pay into our trust you must inform conveyancer so payment may be made to the council when you advise conveyancer to

You need to upload the payment to RCS and obtain and check the rates clearance certificate

If it is a difficult municipality discuss with conveyer as soon as possible and then you must co-ordinate and follow up

Transfer costs -

Email the purchasers and request proof of payment of transfer costs so that I can confirm if received

Transfer duty -

Please advise conveyancer when the transfer duty submission must be checked and submitted for payment

In person requirements -

You will have to attend the office to print out all documents you require

You will have to prepare the file with the transfer documents, print, section and organise

You will have to arrange and attend the appointments with the sellers and purchasers on a Saturday if need be

You will need to draft the guarantees

You will print and place all documents in the lodgement cover and 3 weeks before you intend to lodge you will arrange with conveyancer to prep

Lodgement -

Once you have arranged and confirmed lodgement with SIMULS then let conveyancer know in advance when I must take the file to JHB or PTA for lodgement

Update lexis and select email but not SMS

Prep - You will do the tracker when appropriate to check on the status of the file