Conveyancing Secretary (Commercial Real Estate Transfers and Commercial Bond reg. and canc.)

  • Permanent
  • Ref #405461AH
  • Posted 2 weeks ago
  • Johannesburg North, Gauteng, South Africa, Africa
  • Legal, Support
Employer Description

A well-established and sized Law firm located in Johannesburg North.

Job Description

We require a conveyancing secretary who has experience in commercial real estate transfers and commercial bond registrations and cancellations. In addition, the conveyancing secretary must assist with other conveyancing and notarial matters such as the opening of townships, opening of sectional title schemes, the  registration of notarial bonds, servitudes and lease agreements. The candidate will work closely with 4 conveyancers and will manage multiple files and become involved in complex real estate and renewable energy conveyancing transactions. In addition, the candidate is expected to provide a high level of client service as he/she will liaise with and assist clients on a daily basis. The candidate must have an appetite for growth and development and must be willing to learn “out of the ordinary” transactions. The candidate will form an integral part of a close knit and supportive team who are growing their conveyancing practice.


Accurately save all matters on iManage. Accurately save all emails and correspondence on iManage. Saving copies of the Title Deeds and Mortgage Bonds on iManage before dispatching the original to the clients. Update job knowledge by participating in educational opportunities. Maintain personal networks. Explore opportunities to add value to job accomplishments. Ensure that matters are ISO compliant and FICA requirements are met. Ensure documents are sent to the safe custody clerk. Review the content of Sale of Property Agreement and compliance thereof. Requesting cancellation figures (where applicable). Requesting the guarantees to be issued and checking accuracy guarantees received.  Meeting and obtaining signatures from clients. Applying for transfer duty receipts via SARS e-filing. Submit online applications for rates clearance figures & obtaining of rates clearance certificates from relevant local authority. Review conditions of the title as contained in holding deed of transfer.  Drafting and preparing documents for commercial transfers (letting enterprises, intra group or asset for share), commercial bonds (mortgage bonds, special notarial bonds, general notarial bonds), cancellation of bonds and other conveyancing matters such as sectional title developments, opening of township registers, the registration of servitudes and leases; Preparing all documents and lodgement covers for submission to the relevant Deeds Office for lodgement. Arranging presenting of bank guarantees upon registration and payment in terms thereof.         Dispatching of original Title Deeds and Mortgage Bonds once released from Deeds Office. Processing of municipal refunds as received from the local authority. Original signed transfer duty applications retained. Property and land windeed searches for regulatory due diligences. Drafting of all conveyancing and notarial documents, including servitudes, notarial bonds and related documents. Produce accurate conveyancing related documents. Produce high quality legal documents, correspondence, reports, presentations, as well as routine letters and memos. Draft correspondence. Accurately save all matters on iManage. Initiate conflict searches and file openings on NBI. Follow-up as required, and adhere to all procedures associated with file opening. Efficiently maintain a current hard copy and ensure that records are kept in good order and can be readily found, understood, and used by others. Arrange delivery of original documents to clients. Closure of files once billing nil and instruction complete. Arrange for file content to be scanned to iManage for record purposes. Arrange files to be stored (sent to Metrofile).


Matric. Relevant Diploma/Degree.


FULL UNDERSTANDING OF COMMERCIAL TRANSFERS AND BOND REGISTRATION AND CANCELLATION PROCESSES. Computer Skills: Lexis Convey; Windeed Law, SARS E-filing, E4 (Law Property Solutions)  iManage & Webview.     Proficiency in all areas of Microsoft Office, including Excel and Word; Excellent communication skills, both written and verbal; Attention to detail. Strong Organisation and problem-solving abilities; Knowledge of the relevant legislation and administration process; Ability to work independently and use initiative; Ability to prioritize duties; Dealing with several matters at once;         Commercial awareness; Interpersonal skills; Time management; Confidence; Decision making skills.

Salary / Package

R30,000-R40,000 CTC per month (Negotiable)