Conveyancing Secretary

Position summary
The employer seeks a highly organised Conveyancing Secretary to support our Head Office administration and reporting function. This role is suited to a candidate who understands the South African real estate transaction process from sale to registration, is confident in legal-administrative workflows, and brings a sound grasp of property finance, compliance, and stakeholder coordination.

The successful candidate will play a critical support role in managing conveyancing-related administration, reporting on transaction progress, and ensuring that our internal teams, franchise network, attorneys, bond originators, and external stakeholders are supported with accuracy, professionalism, and speed.

Key purpose of the role

To provide high-level conveyancing administration and transaction support to Head Office by overseeing the flow of property sale and transfer documentation, tracking deal progress, coordinating stakeholders, maintaining accurate records, and strengthening reporting visibility around the deal pipeline.

Key responsibilities

• Manage and track conveyancing and deal administration from sale instruction through to registration and post-registration follow-up.
• Liaise professionally with transferring attorneys, conveyancers, estate agents, franchise offices, banks, bond originators, municipalities, managing agents, and clients.
• Follow up on outstanding documentation and conditions to keep matters progressing within expected turnaround times.
• Maintain accurate internal records of transactions, commissions, milestones, dates, and supporting compliance documentation.
• Support Head Office reporting by producing regular pipeline, registration, turnaround, and exception reports.
• Assist with FICA and related compliance administration, ensuring all required client and transaction documents are on file
• Work closely with finance and administration teams on commission-related information, invoicing triggers, and transaction reconciliation support.
• Escalate delays, risks, missing documents, and bottlenecks promptly to the relevant Head Office stakeholders.
• Uphold confidentiality, professionalism, and brand standards in all communication and recordkeeping.

Minimum requirements

• Minimum 3–5 years’ experience in a conveyancing secretary, conveyancing administrator.
• Practical experience in South African property transfers, with exposure to bonds and cancellations.
• Experience working with attorneys, conveyancers, estate agencies, developers, or property-related businesses.
• Good finance and numerical understanding, including transaction statements, commissions, fee schedules, and reconciliations.
• Strong computer literacy, including Microsoft Excel, Word, Outlook, and conveyancing software.

The ideal candidate should demonstrate:

• Strong knowledge of the property sale and transfer process in South Africa.
• A working understanding of deeds office processes, transfer stages, and transaction dependencies.
• Confidence in handling high volumes of administration with consistent accuracy.
• The ability to read, interpret, and track legal and transactional documents without losing commercial context.
• Strong reporting discipline and attention to deadlines.

Competencies

• Exceptional attention to detail
• Strong administrative control
• Urgency and follow-through
• Clear written and verbal communication
• Professional stakeholder engagement
• Discretion and confidentiality